Midwest City
JOB DESCRIPTION: ENCUMBRANCE CLERK/PURCHASING AGENT
SALARY SCHEDULE: EXECUTIVE ASSISTANT - SCH B (NCXB)
DEPARTMENT: FINANCE
FLSA STATUS: NON-EXEMPT
SAFETY-SENSITIVE: NO
POSITION SUMMARY:
The Purchasing Agent supports the school district's procurement operations by processing requisitions, purchase orders, and bids in accordance with Oklahoma school purchasing laws, federal guidelines, and district policies. This position ensures that purchases are accurate, timely, and compliant with state statutes, board policies, federal grant requirements (EDGAR, Title Programs, Child Nutrition), and best practices in public education purchasing.
QUALIFICATION REQUIREMENTS:
High school diploma or general education degree (GED); associate's degree in business, accounting, or related field preferred. Three years related experience and/or training or equivalent combination of education and experience preferred Experience in Oklahoma public school finance systems (e.g., MUNIS) preferred. Familiarity with Oklahoma school purchasing statutes, federal procurement rules and Child Nutrition purchasing guidelines. Strong organizational skills with attention to accuracy and compliance. Effective written and verbal communication skills. Proficiency in Microsoft Office and Google Suites. Ability to work independently and as part of a collaborative team. Must be bondable.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Direct district purchasing activities ensuring compliance with Oklahoma law, board policy and laws governing the encumbrance clerk. Issue purchase orders; verify accuracy of account codes, vendor information, and supporting documentation. Maintain accurate and up-to-date procurement records for audit and reporting purposes. Respond to open records requests that pertain to purchasing. Conduct reviews of requisitions for accuracy (OCAS coding, pricing, shipping estimates, quote threshold); generates purchase orders and submits to the vendors. Acts as a resource for schools and departments for current pricing and bidding information. Works with Chief Financial Officer to ensure funds are available for encumbrances. Responsible for maintaining contracts with cooperative purchasing groups, including pricing and vendor participation. Assist departments with obtaining quotes and bids. Prepares bidding documents, including notice to bidders, instructions to bidders, specifications, and form of proposal. Assist with bid openings, prepare list of bid items for Board Meeting, and notify all bidders following Board Meeting as needed. Generates an encumbrance report for monthly Board of Education meeting. Maintain strong relationships with internal staff, vendors, and external partners. Train site secretaries on district policies, Oklahoma purchasing law, budgets, input of requisitions, pulling reports etc. Maintain all district vendor requests ensuring 1099 compliance and ACH enrollment. Researches new vendors for improved efficiency of district purchasing. Assist with the Purchasing Card program, including limit increases, vendor issue resolution, report generation, and maintain a system for staff credit card checkout. Participate in professional development related to school purchasing. Additional duties that may be assigned by immediate supervisor or above.
LANGUAGE SKILLS:
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
MATHEMATICAL SKILLS:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
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; use hands to handle or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
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. To ensure continuity of services, remote work may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings. An employee's eligibility for remote work will be determined by the superintendent of schools. Expectations and guidelines for remote work will be distributed by the employee's supervisor, based on his/her role and responsibilities.
DISCLAIMER
Please note that job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of those principal job elements essential for making fair hiring and pay decisions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SALARY SCHEDULE: EXECUTIVE ASSISTANT - SCH B (NCXB)
DEPARTMENT: FINANCE
FLSA STATUS: NON-EXEMPT
SAFETY-SENSITIVE: NO
POSITION SUMMARY:
The Purchasing Agent supports the school district's procurement operations by processing requisitions, purchase orders, and bids in accordance with Oklahoma school purchasing laws, federal guidelines, and district policies. This position ensures that purchases are accurate, timely, and compliant with state statutes, board policies, federal grant requirements (EDGAR, Title Programs, Child Nutrition), and best practices in public education purchasing.
QUALIFICATION REQUIREMENTS:
High school diploma or general education degree (GED); associate's degree in business, accounting, or related field preferred. Three years related experience and/or training or equivalent combination of education and experience preferred Experience in Oklahoma public school finance systems (e.g., MUNIS) preferred. Familiarity with Oklahoma school purchasing statutes, federal procurement rules and Child Nutrition purchasing guidelines. Strong organizational skills with attention to accuracy and compliance. Effective written and verbal communication skills. Proficiency in Microsoft Office and Google Suites. Ability to work independently and as part of a collaborative team. Must be bondable.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Direct district purchasing activities ensuring compliance with Oklahoma law, board policy and laws governing the encumbrance clerk. Issue purchase orders; verify accuracy of account codes, vendor information, and supporting documentation. Maintain accurate and up-to-date procurement records for audit and reporting purposes. Respond to open records requests that pertain to purchasing. Conduct reviews of requisitions for accuracy (OCAS coding, pricing, shipping estimates, quote threshold); generates purchase orders and submits to the vendors. Acts as a resource for schools and departments for current pricing and bidding information. Works with Chief Financial Officer to ensure funds are available for encumbrances. Responsible for maintaining contracts with cooperative purchasing groups, including pricing and vendor participation. Assist departments with obtaining quotes and bids. Prepares bidding documents, including notice to bidders, instructions to bidders, specifications, and form of proposal. Assist with bid openings, prepare list of bid items for Board Meeting, and notify all bidders following Board Meeting as needed. Generates an encumbrance report for monthly Board of Education meeting. Maintain strong relationships with internal staff, vendors, and external partners. Train site secretaries on district policies, Oklahoma purchasing law, budgets, input of requisitions, pulling reports etc. Maintain all district vendor requests ensuring 1099 compliance and ACH enrollment. Researches new vendors for improved efficiency of district purchasing. Assist with the Purchasing Card program, including limit increases, vendor issue resolution, report generation, and maintain a system for staff credit card checkout. Participate in professional development related to school purchasing. Additional duties that may be assigned by immediate supervisor or above.
LANGUAGE SKILLS:
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
MATHEMATICAL SKILLS:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
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; use hands to handle or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
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. To ensure continuity of services, remote work may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings. An employee's eligibility for remote work will be determined by the superintendent of schools. Expectations and guidelines for remote work will be distributed by the employee's supervisor, based on his/her role and responsibilities.
DISCLAIMER
Please note that job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of those principal job elements essential for making fair hiring and pay decisions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.