Posted Date
4/09/2025
Description
License and Certification Qualifications: National Institute of Governmental Purchasing (NIGP), Certified Public Procurement Officer or Buyer (CPPO, CPPB), or Institute of Supply Management (Certified Professional in Supply Management (CPSM or CPM) certification preferred.
Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.
Experience Qualifications: Three years of progressive purchasing and administrative office or equivalent acceptable experience required.
Skills Qualifications: Excellent skills in oral and written communication; working knowledge of modern office practices and procedures; ability to be customer service oriented to internal and external customers; ability to use an automated computer system designed to purchase and track school district acquisitions; ability to make mathematical calculations with speed and accuracy; ability to prepare accurate reports; ability to exercise independent judgment; ability to complete computer data entry in a timely and accurate manner; and strong computer skills with a working knowledge of Microsoft Office applications.
Primary Responsibilities: Responsible for post bid award activities for assigned commodities, create eProcurement items, perform item updates, conduct purchase order processing and maintenance of end user created requisitions. As well as manage customer and supplier product and service issues related to price, quality, quantity, requestor expectations, and delivery.
1. Completes Post Bid Award Activities
a. Update or create PeopleSoft eProcurement items.
b. Provide the Commodity Owner with an updated listing of items available for ordering.
c. Verify that items appear in Employee Portal in addition to the eProcurement Catalog.
2. Review and report on data for assigned commodities.
a. Provides Senior Buyer items on the current bid.
b. Produces usage analysis for Senior Buyer.
c. Assist the Senior Buyer with any information necessary to create the bid solicitation successfully.
d. Alert Senior Buyer of Vendor performance issues
e. Maintain activity log on various purchasing activities for Key Performance Indicator (KPI) data.
f. Provide analytics of Purchase Orders issued with delivery status as needed.
g. Analyze spending trends to determine if bidding/quotes are needed based on GCPS Purchasing Policies/Procedures.
3. Conduct purchase order processing and maintenance.
a. Operate the procurement enterprise system software to facilitate and manage tasks related to processing purchase orders.
b. Assist with the approval and expedition of purchase requisitions.
c. Obtain appropriate approvals, based on purchasing policy, before issuance of purchase orders.
d. Amend purchase orders as requested by either the vendor or requester due to price or quantity changes, substitutions, and cancellations.
e. Request approval to amend purchase orders from appropriate personnel as required by the purchasing policy and notify program budget managers of amended purchase orders that will impact budgets.
f. Coordinate handling of delivery discrepancies or damaged items with the vendor, requester, and the Financial Operations (Accounts Payable) Department.
g. Close purchase requisitions and purchase orders within the PeopleSoft system.
h. Research and follow-up on purchase orders yet to be received by the established due date.
i. Update, create or cancel receipts as needed.
j. Enter non-PeopleSoft purchase orders generated by non-integrated systems into the Enterprise Resource Planning (ERP) system.
k. Assist other departments with pricing, receiving, and product issues related to invoicing.
l. Assist vendors with any purchase order-related problems, including price changes, substitutions, and delivery locations.
4. Assist with vendor communication and purchasing database maintenance.
a. Obtain tax identification information as required by local, state, and federal agencies.
b. Ensure vendors complete the vendor application and W-9 form before conducting business with the district.
c. Provide copies of completed W-9 forms to the appropriate department.
d. Provide vendors with the Georgia Sales Tax Exemption Certificate when required.
e. Conduct a semi-annual audit of the GCPS Vendor database for SAMS compliance.
5. Provide procurement customer support by fielding questions from schools and departments about procedures and processes utilized in the procurement of goods and services.
a. Provide cross-functional support to other Specialists and Buyers within the departments.
b. Function as commodity expert by directing eProcurement requesters to options available for discounted or bid pricing.
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6. Perform other duties as assigned.
Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.