Personnel Commission



To perform responsible technical and clerical purchasing functions for the Santa Clara County Office of Education. Employees in this classification receive limited supervision within a framework of standard policies and procedures. This job class participates in the timely and economic acquisition of a variety of supplies, services, and capital equipment as assigned. This job class requires initiative, accuracy, and attention to detail, organizational skills, and the ability to focus on multiple tasks.

TYPICAL DUTIES The following duties are examples of assignments performed by incumbents in this classification. It is not a totally comprehensive list of duties, nor is it restrictive regarding job assignments.

Reviews requisitions for the purchase of materials, supplies, and equipment, checking for proper authorization, complete descriptions, complete specifications, proper account allocation, availability of funds, and contacting appropriate department for further information as needed

Creates, prepares, and processes purchasing documents, enters or edits purchase order data in purchasing requisition system as needed

Confers with a variety of vendors regarding availability, costs, quality, quantity, and delivery of materials

Prepares, issues, and monitors progress of purchase orders, assuring accuracy, following up on overdue orders, and reconciling delivered merchandise with purchase order

Prepares, secures, and evaluates bids as assigned, tabulating and analyzing data and making award recommendations

Confers with various departments, determining needs, creating bids and quotes, expediting orders and/or advising on products available

Processes change/sub purchase orders, verifying proper authorization

Meets and communicates with vendors, reviewing catalogues for information on new merchandise and new sources of supply, clarifying pricing, and confirming delivery as needed

Responds to a variety of inquires from program managers, staff, and vendors, confirming purchase orders, resolving discrepancies, and/or providing related information

Reviews invoices and resolves discrepancies in invoices, statements, or deliveries

Assists in warehouse inventory control, reviewing inventory records, calculating new prices and updating catalogues

Assists in the development and establishment of purchasing policies and procedures, developing and maintaining related records

Prepares, develops, and maintains a variety of correspondence, forms, and documents as well as routine and specialized reports relating to assigned functions

Operates standard office equipment, microcomputer hardware, software, and purchasing ordering information systems including, printers, fax machines, copiers, and calculator as well as word processing and spreadsheet programs

Performs other duties as assigned.


Knowledge of:

Basic purchasing principles, practices, and terminology

Record keeping practices and principles

Office methods, practices, procedures and equipment

Microcomputer hardware and software including word processing and spreadsheet programs

Proper English usage including grammar, punctuation, spelling, and sentence structure

Ability to:

Learn sources, types, and characteristics of materials and supplies needed by the County Office of Education

Interpret and apply Education Code regulations applicable to purchasing and accounts payable

Perform arithmetic calculations accurately and rapidly

Operate standard office equipment including microcomputer, typewriter, calculator, copier, and fax machine

Use on-line financial and purchasing systems as well as word processing and spreadsheet software application programs

Understand and carry out directions independently

Communicate effectively and tactfully in both oral and written form

Establish and maintain effective work relationships with those contacted in the performance of required duties.


Generally, any combination of education and experience that provides the required knowledge and abilities is considered qualifying. A typical method of demonstrating these qualifications would be, two years of college with major coursework in purchasing, business administration, accounting or a related field and during at least two years of increasingly responsible purchasing experience.

Personnel Commission Approval Date: 08/01/84

Revised: 06/25/85, 1/86, 04/01