Procurement Technician

Full-Time and Permanent; Non-Exempt; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year; Grade: KK General Responsibilities This position is responsible for serving as administrative assistant to a senior Norfolk Public Schools (NPS) administrator, along with responsibilities for designated department and customer support duties. Relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the supervisor's office and department. Employees assigned to this position are responsible for the administrative operation of the subdivision, requiring frequent contacts with top-level officials of the school system, schools, departments, and business leaders/vendors; and the handling of unusually difficult, complex, and confidential matters within the field. The work involves all facets of secretarial and advanced administrative functions and activities, including use of office software, e-procurement applications, web content management/maintenance, Enterprise Resource Program (ERP) financial and payroll applications, and public relations. Employees frequently work independently when dealing with complaints, information research and dissemination, vendors, and other departments within the school system. Position requires an understanding of system-wide and administrative procedures. SUPERVISION Work is performed under general supervision of a director. Incumbents set own daily priorities based on knowledge of the overall functions of the office and requirements from both internal and external customers. Assignments are self-generated or received in the form of suggestions or general outlines for specific requirements. Employees in this position develop and refine their own work routines and are expected to independently complete assignments; frequently assists vendors and other departmental and school office managers or secretaries in basic e-procurement applications, including ERP systems functions. DISTINGUISHING CHARACTERISTICS This position also acts as an independent office manager, overseeing the department budget and expenditures; conducting basic office purchasing following small purchase procedures in accordance with the Virginia Public Procurement Act, to include Purchase and Corporate Card purchasing with a web-software tools; maintaining and updating the web content of departmental information; maintaining the ERP vendor and contract data for the District; plus assisting other Purchasing users with basic ERP and e-procurement software application issues. Education and Experience Graduation from high school, including or supplemented by courses in office software applications and business and office practices (college level administrative assistant and office management courses, Associate Degree), and considerably progressively more responsible office management experience, preferably in a setting similar to this position; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability. Essential Job Functions Plans, initiates, and carries to completion office administrative support activities; develops, monitors and modifies office and District procedures, and organizes office projects and processes. Serves as liaison between administrator(s)__arranges meetings, conferences, and obtains general information. Maintains Departmental inventory of office supplies, software, and equipment. Maintains the departmental Purchase and Corporate Travel Cards. Makes travel arrangements. Acts as office customer service liaison for all internal and external customers. Prepare, process, and issue Purchase Orders (POs) based on purchase requisitions. Match receiving slips, purchase orders, and supplier invoices to resolve 3-way matching discrepancies before submitting to Accounts Payable. Maintain organized purchasing files, vendor database, price sheets, and lead-time records. Reviews outgoing correspondence from a number of subordinate sections for for…

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