Administrative Assistant to Purchasing and Accounts Payable

Administrative Assistant to Purchasing and Accounts Payable JobID: 265 Position Type: Support Staff/Administrative Assistant Date Posted: 7/16/2026 Location: Central Office Date Available: Immediately Closing Date: 07/31/2026 Additional Information: Show/Hide RESPONSIBILITIES AND DUTIES: *Serve as back-up for Receptionist, including monitoring doors to Central Office first floor, answering phones, receiving and distributing mail *Assist with recording, documenting, and communicating confidential information for disciplinary hearings *Complete tasks requested by Purchasing & Accounts Payable Specialist, including but not limited to: - Receiving order requests from District Departments and reviewing for accuracy and proper approvals, assisting purchasers in determining effective and efficient purchasing practices - Collecting informal quotes as needed for orders meeting the purchase threshold amount for quotes - Entering requisitions into the District accounting software, ensuring correct coding of the purchase - Delivering purchase orders to vendors and placing orders as needed, and communicating purchase status to purchasers - Obtaining delivery and receipt information for orders from District Departments -Obtaining required approvals and signatures for invoices - Assisting with formal bid process -Assisting in maintaining purchasing and accounts payable files - Assisting in the preparation of information requested for audits and state monitoring - Assisting in updates to budget trackers - Assisting with the collection of W-9s, providing tax-exempt information, and vendor set-up in District accounting software - Fostering strong working relationships with internal departments, outside vendors, and other suppliers - Assisting employees in understanding and following purchasing policies and procedures - Assisting in the preparation and presentation of monthly expenditure reports for departmental review * Assist in maintaining office supply inventory for the Business Department and Central Office *Assist Chief Financial Officer with additional projects and tasks as needed REQUIRED QUALIFICATIONS: *Eligible to work in the United States and pass a criminal history background check *Possess a high school diploma or GED *Possess excellent oral and written communication skills *Possess excellent mathematical skills *Possess strong reasoning, problem-solving, and analytical skills *Possess a general understanding of applicable procurement law, code, and Board policy *Ability to interpret policies, procedures, and financial data *Ability to work independently as well as collaboratively and manage multiple tasks *Capable of maintaining strict confidentiality when handling sensitive and private information *Capable of establishing and maintaining effective working relationships with internal and external stakeholders *Capable of performing physical duties, including lifting up to 50 pounds and tolerating extended periods of sitting, standing, walking, and/or viewing computer screens Email To A Friend Print Version Openings as of 7/16/2026