DISTINGUISHING FEATURES OF THE CLASS : This position exists in the school district and involves responsibility for assisting with purchasing and inventory control. The incumbent must exercise careful judgment, since erroneous decisions may result in the loss of large sums of money. The work is performed under general supervision of the Purchasing Agent or another supervisor with leeway for following purchasing procedures. Difficult problems concerning policy or procedural matters are referred to a supervisor for decision. The incumbent does related work as required.

　　TYPICAL WORK ACTIVITIES:

　　Assists with interviewing sales representatives and vendors and coordinates demonstrations to determine needs and prices for department heads;

　　Assists with establishing a calendar of purchasing activities to assure timely ordering and delivery of goods and services;

　　Assists with soliciting quotations and bids for supplies, materials, equipment and services;

　　Assists with writing specifications based on requests for supplies, services and equipment and consult with users to assure correct vendor delivery of bid and non-bid items;

　　Keeps records, makes reports and conducts correspondence regarding bids, requisitions, cancellations of orders, price changes and adjustments;

　　Helps to determine needs for formal bidding, purchases through state contracts, sources exempt form bidding law and those obtainable by direct purchase;

　　Makes recommendations to the upper level administrators for changes or improvements in purchasing and inventory control procedures;

　　In collaboration with the Purchasing Agent, assures conformance with specification by establishing inspection, receipting and reporting procedure for deliveries from vendors;

　　Places bid advertising in accordance with law and opens and analyzes bids to determine low bidder conformance to specifications and recommends bid award to board;

　　Confers with department heads and their representatives on their inventory and purchasing needs;

　　Establishes locations for storage and procedures for distribution control of equipment and supplies;

　　Assists with auditing fixed assets insurance coverage against appraisals and replacement cost;

　　Assists with maintaining price lists and catalog files on various supplies and equipment;

　　Maintains communication lines with suppliers of plant services and materials to develop current information for decision making on purchasing and product utilization;

　　Assists with conducting item cost control and market research as to product availability and pricing;

　　May supervise clerical employees engaged in purchasing and inventory control record-keeping activities;

　　Prepares a variety of records and reports related to the work;

　　Performs a variety of related tasks as required.

　　FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS : Thorough knowledge of market trade conditions, business methods and current purchasing practices and procedures; thorough knowledge of current practices governing the preparation of purchase specifications; thorough knowledge of modern principles and practices of governmental purchasing; ability to establish and maintain good working relationships with department heads and vendors; ability to understand and follow oral and written directions; ability to plan and supervise the work of others; ability to plan and administer an inventory control and purchasing system.

　　Job Qualifications

　　(A) Graduation form a regionally accredited New York State registered two-year college with an Associate’s Degree in Accounting, Business Administration or Economics and (3) three years of experience in large scale purchasing of a variety of commodities; OR

　　(B) Graduation from high school and (5) five years of experience in large scale purchasing of a variety of commodities; OR

　　(C) An equivalent combination of training and experience as defined by the limits of (A) and (B) above.

　　Application Deadline:01/30/2024

　　Civil Service Title: Assistant Purchasing Agent (Schools)