Caddo Parish Schools Job Description

Job Title:               Buyer Assistant

Job Code:             249.362-026

Grade:                   F

Department:          Purchasing

Prepared By:         Shavonda Scott

Prepared Date:     April 6, 2023

Approved By:        James Kennedy

Approved Date:    April 7, 2023

SUMMARY

Assists and works with the Purchasing Agent and Purchasing Buyers in the performance of their duties (excluding the actual purchasing function).

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Enters requisitions in Purchasing ERP System for departments/schools for amounts that exceed limits set by CPSB policy.
• Assists with administering the district’s Procurement Card Program as applicable.
• Coordinates the storage, retrieval, and disposal of school board departmental files and records as directed.
• Assist with entering district orders using vendor ecommerce platforms as required.
• Assists buyers by coordinating price increases/shipping authorizations with vendors.
• Assists in activities related to the annual salvage sale/auctions as directed.
• Assists with training district end-users  to utilize the purchasing system as necessary.
• Performs various clerical duties as necessary.
• Prepare bid and office correspondence as needed.
• Works with district staff and suppliers to investigate and resolve purchase order issues.
• Assigns purchase order or direct pay numbers for transportation/maintenance as needed.
• Checks invoices against material received and receipts purchase orders accordingly.
• Works with accounts payable to resolve issues or discrepancies with purchase orders to allow payment of invoices.
• Update annual bid list guide and distribute to district employees as needed.
• Process vendor registrations and update vendor data as needed.
• Submit bid advertisements to newspapers and bid list vendors as appropriate.
• Monitor purchasing contracts for renewals.
• Assist with pre-bid meetings and public bid openings as required.
• Performs procurement website administration as necessary.
• Processes signature approval purchase orders as applicable.
• Neat, well groomed, appropriately dressed appearance.
• Performs other related duties as required or assigned.
• Regular attendance is required.
• Ability to work tactfully and harmoniously with staff, parents, and the public.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill, and /or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school Diploma or GED with additional specialized or technical training; two to four years job related experience; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance

instructions and procedure manuals.  Ability to write routine reports and correspondence.

Ability to speak effectively before groups of customers or employees.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations. 

SKILLS RELATED

Ability to operate a microcomputer and/or online connected mainframe terminal; to use Microsoft Excel, Word, or other spreadsheet and word processing software; to communicate effectively with vendors and school employees in resolving purchase order/invoicing problems; to type at a minimum of 45 correct words per minute and to operate office machines such as a typewriter, calculator, copier and fax; to comprehend and retain procedures and information and to cope with numerous telephone calls and interruptions without loss of concentration. Basic knowledge of accounting procedures and practices. Basic knowledge of budget procedures and practices

PERSONAL CHARACTERISTICS

Ability and initiative to plan, organize and carry out assignments under minimum supervision.  Ability to work tactfully and harmoniously with schools, staff, vendors and the public.  Punctual and diligent in adhering to office hours of operation.  Pleasant and correct telephone manner.  Legible handwriting.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations

may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to use hands to feel controls.  The employee is occasionally required to stand and work.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may

be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually quiet.

PROFESSIONAL CONDUCT

Employee acknowledges that he/she is required to maintain a high standard of professional conduct.  Breach of said professional conduct includes but is not limited to:  neglect of duty, dishonesty, and engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.

CHAIN OF SUPERVISION

Purchasing Agent (as applicable)

TERMS OF EMPLOYMENT

260 days

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