Purpose: The supply secretary provides office and
clerical support to assist with the efficient operation of the office of the
supply supervisor. To accomplish these tasks, the supply secretary works
closely with the business office to insure that purchase orders are processed
promptly and accurately. Additionally,
the supply secretary must coordinate shipping and receiving information with
district staff and administrators to insure the timely movement of supply
Responsible to: Supply Supervisor
High school or equivalent.
Proficiency in using computer applications and software.
Demonstrated typing/keyboarding, filing skills and use
of 10-key touch pad.
Knowledge of computer operations and applications.
Continuous professional development to stay current
with new technology.
Ability to work independently with little or no
Ability to work under pressure and meet deadlines.
A commercial drivers license is desired.
Provide office and clerical support to assist with the
efficient operation of the supply department.
Track all purchase orders and process them to the business
office upon completion.
Ensure all activities conform to district guidelines.
Communicate effectively with all members of the school
Process and prepare all UPS boxes for shipment via
Manage multiple projects with frequent interruptions.
Communicate problems/progress to supply supervisor.
Excellent understanding of routine personal computer
React to change productively and handle other task as
Data entry of all supply department and transportation department
Work closely with the supply supervisor in the overall
Requires prolonged sitting at terminal.
Requires physical exertion to manually move, lift,
carry, pull or push heavy objects or boxes.
Requires stooping, bending and reaching.
Must work in stressful environment.
Requires the ability to handle multiple tasks
Act as a district contact for receiving and inventory.
Troubleshoot supply problems and report them to the
Accountable for the receiving process of the school
district purchase orders.
Log all district purchase orders into an Excel file for
the receiving personnel.
Maintain an accurate filing system of all district
purchase orders by building.
Check out purchase orders to receiving personnel for
logging and shipment check in.
Combine and match all delivery tickets and proper
documentation of all receiving information to proper purchase orders.
Complete all purchase orders on the receiving software
and submit to the supply supervisor for review, then send to the purchasing coordinator
for payment process.
Data entry of purchase requisitions for the supply and transportation
Coordinate all vendor receipts for supply and transportation
and send to accounts payable on a weekly basis.
Data entry of inventory requisitions for supply and transportation
Update daily inventory requisitions demand and print
tickets from inventory software.
Highlight requisition building codes for warehouse
personnel for disbursement.
File all completed inventory tickets by building, after
Run weekly inventory status reports for the supply supervisor.
Handle all outgoing packages for UPS pickup on a
Develop techniques to execute daily tasks effectively.
Maintain good communications with all district staff.
Work closely with the purchasing/accounts payable coordinator.
Adhere to all district health and safety policies
including all precautions of the Bloodborne Pathogens Exposure Control Plan.
Other duties as assigned by the supply supervisor or
administrative staff which are consistent with the general requirements and
qualifications of the position.