Administration Office-Purchasing Specialist

Administration Office – Purchasing Specialist

Silver City Consolidated School District 1 – Silver City, New Mexico

Job : 5712407

Final date to receive applications: Posted until filled

Posted: May 13, 2026 6:00 AM (UTC)

Starting Date: To Be Determined

Position: Purchasing Specialist

Supervisor: Finance Director

Silver Consolidated Schools is an EEOC employer.

General

Job Description:

The bookkeeper for purchasing is responsible for processing purchase orders for payment according to established procedures. The Purchasing Specialist will also investigate all unpaid purchase orders and vendor statements to ensure accurate and timely payments.

• Work cooperatively with colleagues, supervisors, and administrators.
• Demonstrate ethical behavior.
• Engage in self-development.
• Follow district policies, administrative rules, and regulations.
• Maintain behavior appropriate to performing and accomplishing assigned duties.
• Know what to do to successfully complete assigned work.
• Project an overall concern for personal appearance as it relates to job performance.
• Process purchase orders according to established procedures in a timely manner.
• Handle the communications relevant to the accounts managed.
• Maintain a file system for each department to track purchase orders, invoices, paid purchases, and computer print-outs.
• Match reconciled invoices and statements to purchase orders; if complete, work up for payment.
• Work up invoices checking for previous payments, receiving, account numbers, freight and tax charges, purchase order, dates, secondary approvals, discounts, and detailed purchases.
• Maintain records of all contracts for the district, ensuring they follow procurement rules and statutes.
• Complete competitive RFPs and bids and proposals per state statutes and guidelines.
• Maintain accurate and thorough procurement records.
• Process open PO lists and close purchase orders as requested.
• Review the purchase order file weekly to identify old POs awaiting receipts or closure.
• Collect and reconcile receipts for district procurement cards and process payments promptly.
• Work closely with school secretaries, assisting them to ensure purchases are cost‑effective and of good quality.
• Collaborate with accounts payable on fixed assets; help maintain and balance the fixed assets ledger monthly and support annual fixed‑asset reporting for audit purposes.

• Contribute to the welfare and effectiveness of the administration office by adhering to high ethical standards.
• Box up all department procurement documents and move them at year‑end.
• Create new files at the beginning of the new year.
• Perform other tasks deemed appropriate by the immediate supervisor, principal, or superintendent.

• High school diploma or GED.
• Knowledge of basic office procedures, basic accounting, typing, keyboarding, and 10‑key calculator.
• Experience as a secretary with an emphasis in purchasing and/or accounts payable.
• Knowledge or experience with financial management software.
• Effective and stable interpersonal relationships with public and staff.
• Must attain and maintain CPO certification required by the state of New Mexico.
• Alternative qualifications acceptable at the discretion of the superintendent.

Sitting, standing, lifting and carrying (up to 50 pounds), climbing stairs, reaching, squatting, kneeling, and moving light furniture may be required. Prolonged typing, sitting, and working on a computer terminal may be necessary.

Must know how to properly operate or be willing to learn to operate all multimedia equipment including current technology.

Work may occur under various noise, temperature, and air quality conditions. Flexibility and patience are required. Self‑motivation and the ability to work without direct supervision, and to work under stressful conditions, are essential.

• Contract Days
• Salary
• Benefits Available

Position Type: Full-Time