Thank you for your interest in a career with us! The Northshore School District is committed to a diverse workforce that reflects our students and our community, one that embraces and models equity and cultural competency.  

JOB SUMMARY

This position reports to the Contracts and Procurement Manager.  Provides working knowledge and assists staff, as a high-level resource in use of the district’s fiscal software program and purchasing policy/procedures. Coordinates online requisitions and purchase orders in general fund, capital projects, and ASB; providing lead direction and assistance to buyers on district procedures and standards for requisitions; providing product recommendations and standardization; initiating and overseeing e-commerce purchases, training, and facilitating district procurement card program.

DUTIES AND RESPONSIBILITIES

This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.  

1. Serves as purchasing contact for online requisitions; oversees, reviews, and audits online requisitions in fiscal software program; instructs on district procedures and standards for requisitions and trains on processes when necessary; coordinates with Accounting Department regarding procedures and requirements when necessary to assure ASB requisitions meet district standards and procedures; notifies school/department of inappropriate use of funds.
2. Provides lead direction and assistance to Buyer with fiscal software program online requisition edits, W-9 vendor needs, and printing of district online requisitions and purchase orders; assists staff with follow-ups and returns as needed; processes purchase order change notices.
3. Serves as district contact for product and services recommendation; coordinates with schools/departments on specific needs and advises on "best buy” when appropriate; researches products to assure they meet district needs and advises on district product and services standardization when appropriate; and assists Contracts and Procurement Manager with requesting quotations from vendors on district equipment.
4. Facilitates district procurement card program, works with Contracts and Procurement Manager to establish procedures and policies; coordinates with accounting department on training, and invoicing/statements; serves as district contact for program management, and authorization.
5. Maintains district vendor database, adding and/or deleting new vendors as appropriate; provides training to Buyer on procedures and acts as a resource for database issues.
6. Supports internet (e-commerce) purchasing policies, procedures and recommends appropriate vendors; continues to research and recommend use of e-commerce vendors for procurement.
7. Oversees and manages district Small Works Roster application process, and supports Contracts and Procurement Manager in addressing public works process and requirements.
8. Monitors the status and invoicing of Public Works projects as appropriate and advises staff on proper District and State practice; collects and files all related paperwork, prepares projects for close-out. Identifies public works contracts and tracks appropriate documentation.
9. Trains staff, under the guidance of the Contracts and Procurement Manager in the use of the fiscal software program purchasing module process and procedures, and similar purchasing software programs.
10. Assists with standard personal service contracts when necessary; notifies schools/departments of contractual needs; contract requirements; and process for payment; coordinates with Contracts and Procurement Manager when necessary in order to obtain appropriate documentation.
11. Performs related duties consistent with job description and employee assignment.

REPORTING RELATIONSHIP

Reports to the Contracts and Procurements Manager.     

WORKING CONDITIONS  

Required to sit for prolonged periods; required to meet inflexible deadlines; required to facilitate groups and communicate effectively, requires mental and visual concentration; requires prolonged exposure to visual display terminal; occasionally required to work flexible and irregular hours to complete tasks.

MINIMUM REQUIREMENTS  

Education and Experience

Associates Degree or equivalent, with four years of related experience in procurement or purchasing, with hands-on experience in a fiscal software program.  Experience with a variety of technology equipment, software programs and product knowledge essential. Experience interpreting statutes and/or regulations and applying to routine decision making.

Preferred Qualifications

Experience with document editing or other activities requiring attention to detail.  Experience with procurement or purchasing in a public-sector position.  A familiarity with relevant RCWs and purchasing requirements for school districts.  Experience with the billing and close-out process for public works projects.

Knowledge, Skills, and Abilities

Ability to read, write, speak, calculate, and communicate effectively.  Knowledge of purchasing practices and procedures; researching products, and preparation of large and complex orders.  Exercise a high degree of independent judgement and make decisions within the scope of the job responsibilities to ensure the successful completion of the task at hand.  Able to interpret and apply District policies and procedures daily. Strong technical skills, which includes dexterity and precision using a personal computer in order to streamline processes/procedures when necessary.  Ability to handle flexible deadlines; frequent interruptions and must be extremely skilled in multitasking; ability to prioritize workload to meet deadlines. Good public relations skills are essential, both within the district and outside, in dealing with staff and vendors.  Ability to train and instruct others.

Licenses/Special Requirements

Ability to operate computers and learn specific software programs.  Proficient with systems such as Word, Excel, PowerPoint, and Adobe.

SALARY Salary is based upon the current 2024-25 NEOPA Professional/Technical Salary Schedule Salary (Level II); placement on the salary schedule will be determined by Human Resources DOE. FLSA Non-Exempt.

WORK YEAR 8.0 hours per day, 260 days per year.

BENEFITS  Washington state health insurance coverage (SEBB) and a Washington state retirement package, for eligible positions.  Generally, you are eligible for SEBB benefits if you are anticipated to work at least 630 hours per school year (September 1 through August 31). The School Employees Benefits Board (SEBB) benefits include:

• Medical plans with prescription benefits
• Dental plans
• Vision plans
• Life and AD&D insurance
• Long-term disability insurance
• Medical Flexible Spending Arrangement
• Dependent Care Assistance Program

All offers of employment are contingent upon satisfactory results of background checks with prior employers and/or character references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Northshore School Board.  

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