FINANCIAL SPECIALIST I - PURCHASING
About The Position
The Financial Specialist I works in the central Purchasing department under the direction of the Procurement and Contract Specialist. The role provides routine, structured clerical and data-entry support, focusing on transaction processing, data integrity, procurement processing, and vendor document organization. It uses centralized financial and purchasing software platforms to assist procurement teams with routine data input and record-keeping. The position enters purchase requisitions and change orders, verifies transaction information, prepares P-Card documentation, processes and routes estimates, and maintains digital records and transactional logs in accordance with district rules and public procurement and auditing standards. The employee also provides customer service to vendor representatives and district staff, maintains effective working relationships, and follows District Core Values.
Requirements
- Associate degree.
- One to two years of experience in data entry, administrative support, accounts payable, purchasing operations, or transactional record-keeping.
- Successfully pass a background screening.
- Valid driver's license.
- Foundational knowledge of procurement terminology, invoice layouts, purchase orders, and data-entry workflows.
- Familiarity with modern office technology and cloud-based tracking software frameworks.
- Computer proficiency, including accurate typing, email, and entry-level Microsoft Excel functions.
- Strong arithmetic skills for calculating baseline extensions and subtotals and verifying pricing layouts.
- Exceptional attention to detail when entering repetitive alphanumeric tracking codes or handling bulk paperwork.
- Ability to work with routine workflows and structured timelines.
- Strong organization and ability to multitask under direct guidance from the leadership team.
Nice To Haves
- Introductory coursework or certifications in business administration, supply chain, or basic bookkeeping.
- Prior experience operating standardized procurement and financial tracking software platforms.
Responsibilities
- Enter departmental purchase requests and change orders into centralized procurement software.
- Obtain quotes when necessary.
- Ensure required documentation is attached to purchase requisitions.
- Check that account strings and basic pricing information are entered correctly.
- Track purchase requisitions through the digital process until an official purchase order is generated.
- Log and flag basic discrepancies on incoming requisitions for review.
- Receive vendor estimates and quotes, and enter and log them in approved financial management platforms.
- Review estimates for contractual compliance and accuracy.
- Electronically route estimates to departments and centralized teams for approval and work scheduling.
- Maintain digital filing systems on centralized, district-provided drives to support clear audit trails.
- Follow district rules prohibiting localized or unapproved database tracking software.
- Refer specialized vendor conflicts, complex contract inquiries, and technical procurement issues to the appropriate Procurement Agent or Procurement and Contract Specialist.
- Complete transactional logs accurately to support public procurement and auditing standards.
- Prepare P-Card documentation.
- Maintain effective working relationships with coworkers, central office staff, and management.
- Provide helpful and efficient customer service to vendor representatives and district staff.
- Model behavior aligned with District Core Values.
- Perform other duties as assigned.
Benefits
- Medical insurance, with employee single coverage fully paid for by the District.
- Voluntary health benefits, including dental and vision insurance.
- 401(a) retirement plan with contributions funded by the District.
- 457(b) retirement plan permitting employee pre-tax deferrals.
- Flexible Spending programs for medical and dependent care.
- Employee Assistance Program.
- Paid Time Off.
- Tuition reimbursement.
- Public Service Loan Forgiveness eligibility.
- Tier 2 qualifying organization for The Villages Charter School.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
