Purchasing and Operations Coordinator

POSITION

Purchasing and Operations Coordinator

Full-time, 40 hours per week

Annual Salary: 60,500 to 68,000

Classification: 2

Additional benefits per Admin Assistant contract (please see Employment Agreements on website)

REPORTS TO

Director of Finance and Operations

NATURE AND SCOPE

The Purchasing and Operations Coordinator provides direct business support to the Food Service and Facilities Departments, with a generally equal division of work between departments. Functions include but are not limited to: purchasing, billing for accounts receivable, preparation of invoices for accounts payable, capital project management, data processing, payroll, and scheduling. 

ESSENTIAL FUNCTIONS / RESPONSIBILITIES

The essential duties of this position include:

Food Service Department

• Processing purchase orders in the financial system for food and non-food items
• Billing for catering services and outstanding student balances
• Preparing invoices for Accounts Payable
• Processing Free and Reduced Lunch Applications and Direct Certification 
• Managing student balances for breakfast and lunch
• Tracking quotes and bids for capital projects
• Preparing reports for external stakeholders, including DESE or Town Hall
• Filing and preparing records for DESE reviews / audits of National School Lunch Program
• Administrative tasks such as deposits, ordering student ID cards, updating staff list, etc

Facilities Department

• Processing purchase orders in the financial system for building maintenance and capital projects
• Tracking utilities expenditures and solar credits, including logging in a spreadsheet
• Management of contracts and bids for larger procurements, including capital or engineering projects

• Preparing invoices for Accounts Payable
• Maintain purchasing records to support compliance with audit requirements
• Printing and programming security badges, and troubleshooting key card access issues
• Providing immediate support and acting as a liaison in the event of safety or security incidents

For both departments, an essential function is contributing to a welcoming, professional, and efficient workplace culture. It is especially critical to be responsive to walk-in requests as well as requests received by phone and email.

In addition to the functions above, the candidate must perform other duties, tasks, and responsibilities as assigned by the Director of Finance and Operations and Superintendent or designee. 

QUALIFICATIONS

• At least three (3) years experience in an administrative or business office setting.
• Facility with Google suite, Microsoft Office suite, Zoom, or similar software tools. 
• Screening by means of Criminal Offenders Record Investigation (CORI) and Statewide Applicant Fingerprint Identification (SAFIS) review.

Preferred

• Bachelor’s degree.
• Evidence of progressive responsibility or professional growth.
• Experience in a school, municipal, or non-profit organization. 
• MCPPO (Massachusetts Association of Public Purchasing Officials) coursework. 

KNOWLEDGE, ABILITY, AND SKILL

• Organizational skills, the ability to determine work priorities, and make rapid and appropriate decisions, as appropriate.
• Strong communication skills, including the ability to provide clear verbal and written communication in a courteous and professional manner.
• Attention to detail.
• Ability to accomplish tasks independently with limited supervision.
• Ability to preempt breakdown and/or problem-solve issues by being attentive and strategic.
• Ability to collaborate effectively with colleagues and maintain effective working relationships with all stakeholders.

PERSONAL QUALITIES

• Applies professional judgment and discretion well. 
• Exhibits equilibrium even when confronting urgency or pressure. 

PHYSICAL REQUIREMENTS

• Sufficient vision to read printed documents and process email or spreadsheets and financials on a computer screen for extended periods. 
• Ability to speak in an understandable voice with sufficient volume to be heard in normal conversation both indoors and outdoors, despite some background noise.
• Ability to stand or sit for sustained periods, as well as occasionally lift 20-30 pounds. 
• Ability to operate personal computers and standard office equipment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

OTHER

The Westwood Public Schools is committed to ensuring that applicants are recruited, hired, and promoted on the basis of qualifications, merit and ability to meet the job demands without regard to race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation, or military status. 

This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and the requirements of the job change.