Procurement Secretary

Position Summary

The Procurement Secretary oversees the full purchasing cycle for the school, from requisition through payment and reconciliation, ensuring that all purchases comply with DOE procurement policies. The position reports to the Principal and works closely with the Assistant Principals, department leaders, the payroll secretary, and the Bard College partnership office.

Key Responsibilities

Purchasing and Procurement
Process purchase requisitions and orders in FAMIS and SHOPDOE, using approved DOE contract vendors where available.
Obtain and document competitive quotes and bids in accordance with DOE small-purchase thresholds and procedures.
Code purchases accurately to the correct funding sources and object codes in coordination with the school's Galaxy budget.
Track open orders, follow up with vendors on delivery, and resolve discrepancies, back-orders, and returns.
Record receipt of goods and services in FAMIS to ensure timely vendor payment.
Procurement Card and Reimbursements
Administer the school's credit card, maintain receipts, and complete monthly reconciliations.
Process staff reimbursements and travel-related paperwork in accordance with DOE and Bard College policy.
Vendor and Contract Management
Assist new vendors with DOE vendor registration and maintain an up-to-date vendor file.
Prepare and track paperwork for consultant and service contracts, including programs and field trips.
Budget Support and Recordkeeping
Monitor spending against budget allocations and provide regular expenditure reports to the Principal.
Support NYSTL (textbook, library, software, and hardware) ordering and tracking.
Maintain the school's equipment inventory and asset records.
Assist with Student Activity Fund documentation and imprest/petty cash records as assigned.
Maintain organized, audit-ready files for all procurement transactions.
General Office Support
Serve as the point of contact for staff purchasing requests and explain procedures clearly.
Provide general administrative support to the main office as needed.

Qualifications

Requirements
Associate's or bachelor's degree preferred.
Experience in purchasing, accounts payable, or administrative office work.
Strong proficiency in Microsoft Excel and Google Workspace.
Excellent organizational skills and attention to detail, with the ability to manage multiple deadlines.
Ability to handle confidential financial information with discretion.
Clear written and verbal communication skills.
Preferred Qualifications
Experience with NYC DOE systems, including FAMIS, SHOPDOE, and Galaxy.
Familiarity with the DOE procurement policies.
Prior experience in a school or public-sector setting.
Bilingual ability (Spanish or other languages spoken in the school community) is a plus.