Purchasing Coordinator/ Bookkeeper

Purchasing Coordinator/ Bookkeeper JobID:

4271

Position Type:

Business, Finance, and Human Resources/Bookkeeper/Secretary Date Posted:

4/8/2026

Location:

ESC Closing Date:

04/30/2026 Effective July 1st, 2026, a full-time vacancy exists for a Purchasing Coordinator/ Bookkeeper within the Administrative Services division of the Chester County Intermediate Unit. This position is based at the Educational Services Center located at 455 Boot Road in Downingtown, PA.

SUMMARY OF POSITION

This position will be responsible for assisting the Purchasing Manager in the all areas of purchasing process including but not limited to purchase orders processing, bid documentation, processing bids through various formats including ESM Solutions Software (eSchoolMall). This position primarily assists with all bids processed through Chester County Joint Purchasing Consortium.

QUALIFICATIONS

High School Graduate or Equivalent with three (3) years experience in purchasing, data entry and clerical duties with strong computer background Must be proficient in Excel

ESSENTIAL JOB RESPONSIBILITIES

1. Process all purchase orders for the Chester County Intermediate Unit through daily data upload(s) into the financial system. This includes but not limited to reviewing and troubleshooting any errors and differences, assisting with enhancements to the process as well as distribution of reports. This data upload is approx. 10,000 POs per year, totaling more than $65,000,000. 2. Provide PO training to new employees who will be responsible for creating and submitting Purchase Orders in Filemaker. Educate users on CCIU purchasing guidelines and provide them with the tools and assistance to make the best financial decisions when purchasing for their program. Update training materials as needed. 3. Serve as a point of contact for all vendors and CCIU purchase order creators, by researching new products/services, obtaining price quotes and/or quantity/volume purchases when required. Assist CCIU staff with finding the best price and/or locating specific supplies or equipment. 4. Responsible for executing all aspects of the CCIU Joint Purchasing (JP) line-item bidding process through ESM Solutions bidding software; virtually building each of the current seven line-item bids using the Source platform in ESM Solutions software. This position is responsible for the annual review and revision (updates) as needed of each line-Item bid. Main contact for informing and teaching ESM to all Chester County school districts. Also, responsible for the creation of ESM Solutions user log in information. 5. Assist the Purchasing Manager with the preparation, coordination, distribution and processing of all Service Bids not conducted through ESM. (Including the biennial Percent off Bid). This includes up to 45 different bid categories, totaling approximately different bid items and an expenditure of approximately $17 million annually. Manage the timelines of multiple bids simultaneously. Assist the Purchasing Manager in the analysis, tabulation, data accuracy and summarization of all non-ESM bids. 6. Attend all Intermediate Unit Joint Purchasing Bid Openings to assist the Purchasing Manager in accurately recording all bid data. Ensure collection of required bid documents (Non-Collusion Form and Form of Proposal) from all bidding vendors. 7. Assists the Director of Administrative Services and the Purchasing Manager in the preparation of master cost saving data sheets and purchasing research for the improvement of procurement efficiencies. 8. Prepare daily bank deposits for all IU accounts. 9. Organize all bid documents to be scan for electronic retention. 10. Any other duties as assigned. 2026-2027

SALARY:

$23.69 to $29.61 per hour SVH, Level 11, Non-exempt JG Equal Opportunity Employer Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-237-5085.