Head Start Purchasing Clerk...

Reports To: Director of Early Head Start/Head Start
FLSA Status: Non-Exempt
Months: 12
Pay Grade: Contingent upon ESC Salary Schedule (Pay Grade 4)

Education Service Center Region 15 is dedicated to excellence in education through leadership, partnership, and service.

Position Purpose:
As a service organization, Education Service Center Region 15’s primary commitment is to provide superior support to every Local Education Agency (LEA) stakeholder served.  Our people are our greatest asset.  As the Head Start/Early Head Start Purchasing Clerk, this position will assist in cultivating a service focused culture within the Head Start Department and amongst Head Start staff working in the schools we serve by providing support and resources necessary to accomplish the ESC’s values, mission, strategies, and goals.

This position reports to the Head Start/Early Head Start Director and under general administrative direction, perform clerical duties in the purchasing of materials, supplies, and equipment; maintain accurate records; prepare regular reports; assist the Head Start/Early Head Start programs with compliance for all federal Head Start guidelines and local Head Start policies.   

Essential Functions:
  • Knowledge and Understanding: Exhibit deep knowledge specific to organization policy; department policy; office administration procedures; and principles and practices of sound business communication. Stay current and up-to-date on the most effective technology applications, skills and strategies that will enhance position performance. 
  • Team Partnership & Support: Assist the department to achieve its mission by coordinating processes associated with work duties specific to the department’s needs. Organize, coordinate, plan, and conduct departmental events and assist with the set up and tear down process. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to support the goals of the Education Service Center Region 15. 
  • Financial Management: Comply with all financial requirements, regulations and procedures; ensuring accuracy in the procurement and expense process.  Assist in the development, implementation, administration and management of funds to ensure resources are used appropriately and are extensively regulated for the purpose of fiscal efficiency.  Support all realms of school business operations. 
  • Culture & Growth: Contribute to maintaining and improving the culture of the ESC through customer service, respect for confidentiality, displaying self-initiative, and modeling a growth mindset through self-reflection and feedback reception.  
Major Duties/Responsibilities:
  • Coordinate purchases of all goods and services for Head Start/Early Head Start programs as set forth in accordance with the Texas Education Agency Financial Accountability System Resource Guide, Texas Education Code, Texas Local Government Code, Texas Government Code, and ESC Region 15 Purchasing Policy. 
  • Develop and implement procedures to ensure timely processing of all requisitions, purchase orders, etc. 
  • Work closely with all department/program staff to ensure purchasing needs are being met. 
  • Maintain accurate and complete purchasing records as required by board policy, program administrative regulations, Texas Education Agency (TEA) requirements and/or other governing agencies. 
  • Review requisitions for proper coding and preliminary approval.
  • Prepare and process requisitions. 
  • Confer with vendors to obtain product or service information such as price, availability, and delivery schedule. 
  • Process purchase orders and send appropriate documentation. 
  • Expedite delivery of goods and/or services to appropriate staff/facilities. 
  • File office copies of checks, requisitions, invoices, and purchase orders. 
  • Keep records up to date. 
  • Process and maintain annual inventory records for the Head Start office and all Early Head Start/Head Start campuses. 
  • Maintain inventory of all capitalized items. 
  • Complete purchasing related training as directed by the Director. 
  • Reconcile CACFP meal counts and attendance records. 
  • Claim for reimbursements and update Child and Adult Care Food Program (CACFP) financial sampling tool. 
  • Submit monthly CACFP COVID waiver. 
  • Communicate effectively with clients and/or staff members, utilizing proper channels. 
  • Demonstrate cooperation, consideration, and professional courtesy with clients and staff members. 
  • Exhibit initiative by expressing opinions and suggesting changes. 
  • Utilize good judgment in making decisions appropriate for job responsibilities. 
  • Exhibit flexibility by adjusting to change. 
  • Perform assignments efficiently and without continuous supervision. 
  • Demonstrate proper and efficient use of center materials and equipment. 
  • Perform other duties as assigned by the Head Start/Early Head Start Director and/or Executive Director.
Special Knowledge/Skills:
  • Knowledge of basic purchasing procedures
  • Computer skills to include network systems, desktop publishing, word processing software  
  • Ability to type accurately at a speed necessary to meet the requirements of the position 
  • Possess filing system skills 
  • Ability to explain and reach sound decisions in accordance with laws, regulations, policies and procedures 
  • Multi-line telephone capabilities/switchboard 
  • Ability to compose routine correspondence from brief instructions 
  • Use tact and discretion in dealing with sensitive situations and concerned people and customers 
  • Possess efficiency in preparing clear, accurate and concise records and reports
More Information:
Robin Harmon, Director EHS/HS