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Purchasing Clerk (Immediate Opening)

School Year: 2022-2023
Location: Headquarters-Rio Grande Valley
Region: Headquarters - Rio Grande Valley, TX
Category: Headquarters
Job Type: Full-Time

Description

Role Mission: The purchasing clerk goal is to provide and promote a sound and an effective procurement process which supports and advances the goals of IDEA Public Schools. The vision is to create customer satisfaction by facilitating the efficient acquisition of goods and services in order to meet the needs of campuses and departments. We strive to keep integrity and continuous improvement in the procurement process that are in compliance and best practices as outlined by the Texas Education Agency. 

 

Accountabilities 

 

Purchase Orders
 

  • Ensure that 100% of requisitions are approved within 2 business days 
  • Monitor and minimize after the fact requisitions and purchase orders 
  • Ensure that 100% of receiving is being verified on a daily basis in order to process vendor payments within N30 

 

Vendor Management 
 

  • Ensure that 100% of all vendors have CIQ, SB9 and W9 information in Munis 
  • Ensure that all vendors are TIN matched 
  • Ensure that 100% of vendors are verified for debarment on www.Sam.gov 
  • New vendors are added to Munis within 1 business day of receiving request 
  • Vendors are inactivated from Munis biannually as part of vendor maintenance 


Check Requests
 

  • Emergency checks requested by 1:30pm on check run dates are processed same day 

 

Compliance
 

  • Ensure that 100% of account coding on purchase orders follows TEA guidelines  
  •  Ensure that all expenses are allowable under TEA guidelines 

1099 Status
 

  • Ensure that 100% of vendors are coded correctly for 1099 filing status 
  • Correct 95% of any 1099 errors indicated by the IRS within 3 months of notice 

 Live values of IDEA
 

  • Believes and is committed to our mission: that all students are capable of getting to and through college  
  • Is driven by outcomes and results, and wants to be held accountable for them 
  • Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly 
  • Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change 
  • Seeks and responds well to feedback, which is shared often and freely across all levels of the organization 
  • Works through silos and forges strong cross-departmental relationships in order to achieve outcomes 
  • Embodies IDEA’s core values   

 

Competencies:  

  • Knowledge of basic accounting procedures, purchasing and invoicing supplies and equipment 
  • Ability to work with numbers in an accurate and rapid manner 
  • Ability to analyze and organize a complex filing system of bid-related documentation 
  • Ability to use personal computer and software to develop spreadsheets, databases and word processing 
  • Proficiency in use of calculator and office machines 
  • Ability to communicate effectively 

 

Qualifications: 

  • Education: High School Diploma or GED 
  • Experience:  2+ Clerical experience and accounting, preferably in education  
  • Licenses or Certifications (if applicable): N/A 

 

Knowledge and Skills: Microsoft Word, Excel, Powerpoint, 10key 

Compensation: Salaries for people entering this role typically start between $14.56/hour and $18.20/hour, commensurate with relevant qualifications and experience. 
 

 

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