Purchasing Project Specialist

Overview

POSITION TITLE (Oracle title)

PROJECT SPECIALIST

WORKING TITLE

Purchasing Project Specialist

SCHOOL/DEPARTMENT

Purchasing

LOCATION

Rock Quarry Road, Raleigh, NC

PAY GRADE

Noncertified Grade 27

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for hybrid telework workweek

POSITION PURPOSE:

Analyzes, verifies, and reconciles purchasing department reports, records and requests to ensure effective, efficient operations. Explains rules and procedures to school and central services staff to resolve issues in a timely manner. Supports the Senior Director in establishing, maintenance, and completion of projects. and Supports departmental financial and purchasing operations by processing payroll, reconciling budgets, managing purchase orders and invoice payments, and procuring departmental supplies and equipment. Serves as backup procurement card administrator and System Trainer/Analyst.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office; specifically, Microsoft Word, Excel, Power Point; Google Apps;

• Considerable knowledge of, or ability to acquire the knowledge of public laws and school district policies;

• Comprehensive knowledge of Oracle, NC SSP, GovDeals, Secretary of State, and district policies and procedures;

• Excellent organizational skills;

• Effective project management skills and ability to prioritize and conduct several ongoing projects while exercising considerable independent and compliant judgement;

• Ability to work independently without close supervision;

• Ability to provide and deliver effective training, presentations and communications to a vast audience;

• Ability to problem solve and implement efficient corrections and action;

• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;

• Ability to establish and maintain effective working relationships with administrators, teachers, support staff, parents, and community members.

EDUCATION, TRAINING, AND EXPERIENCE

• Associates degree from a regionally accredited college or university;

• Five years direct experience in public procurement, financial analysis, disposition of assets, or help desk assistance.

An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job may be considered.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator’s license according to the State of NC requirements.

PREFERRED QUALIFICATIONS:

• Public school experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Performs administrative support functions in support of the Senior Director of Purchasing and department staff, including managing confidential information and communications, routing vendor contracts and tracking vendor open repair or service orders.

Responsible for processing payroll, monitoring and reconciling budget ledgers, preparing monthly budget reports, managing purchase orders and invoice payments, and purchasing office supplies

Coordinates departmental resources and inventory by organizing, maintaining, and monitoring the department’s supply inventory and ensuring the availability and appropriate management of materials and resources needed to support daily operations.

Maintains and processes records and reports for the department as required by district, local, state and federal policies, procedures, and laws.

Records and reconciles disposition of district assets; prepares reports for internal and external agencies and the Board.

Assists systems trainer and analyst; serves as backup to ensure purchasing system operations are maintained in absence of the system trainer.

Serves as point of contact for help desk related inquiries, assigning staff for effective and efficient resolution and responding to or directing inquiries from school and central administrators and district support staff.

Maintains databases for department to promote efficient and effective responses and actions.

Assists with developing and maintaining compliance with Standard Operating Procedures for departmental use.

Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff and staff members of external funding agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force. The work frequently requires driving automotive equipment. 

EFFECTIVE DATE:8/2026

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.