Purchasing Secretary; SY - Purchasing Department

Purchasing Secretary (26-27 SY) - Purchasing Department

Irving ISD Purchasing - Irving, Texas

Perform administrative functions of the Purchasing Department related to the effective purchasing of supplies and equipment for the District. Provide quality Customer Service to Campus and Administrative Department Personnel, Vendors, and other customers of the Purchasing Department.

• High School Diploma or GED.
• Excellent typing, communication, word processing, and spreadsheet (Excel) skills.
• Three (3) years of clerical/secretarial experience or other equivalent experience or background.

• Provide quality customer service to campus and administrative department personnel, vendors, and other customers.
• Prepare correspondence, reports, and forms from dictation, drafts, and self-composition.
• Screen incoming telephone calls, providing information and directing other calls to the appropriate person.
• Organize, maintain contract & bid files, and other records (physical and electronic) for quick access and retrieval.
• Maintain knowledge of retention schedules.
• Receive mail and other correspondence and route for processing.
• Order department supplies and enter data into all online systems.
• Process and route contracts for review and signatures, including sole source requests.
• Complete and finalize vendor registrations in the financial system and the electronic bid system.
• Maintain district approved vendor list from multiple purchasing cooperatives.
• Log purchase orders for reports to cooperatives for district rebates.
• Manage Verizon MiFi unit and AT&T cell phones for district employees.
• Maintain department webpage including uploading bids, forms and other information.
• Submit newspaper ads for bids & RFP and maintain purchase orders for advertising.
• Manage copier fleet invoice, including JV’s from each department and campus location, responsible for yearly purchase order.
• Schedule purchasing conference rooms.
• Maintain, revise, and create department forms.
• Prepare tax exempt forms for vendors.
• Prepare and edit board documents for the Purchasing Department and coordinate board agenda items with the business office and the superintendent’s office.
• Prepare the pre-bid sign‑in sheet and any applicable information to be handed out during the meeting.

Physical/Mental Demands:
Ability to communicate effectively; ability to operate a computer; ability to commit detailed procedures to memory. Repetitive hand motions; prolonged sitting. Safety:
Perform all duties in a safe and responsible manner. Observe all safety precautions.

Full‑time

• Citizenship, residency or work visa required.