Bard High School Early College Bronx
Procurement Secretary
Apply Here: https://apply.interfolio.com/196285About the School
Bard High School Early College Bronx (BHSEC Bronx) is a NYC Department of Education public school operated in partnership with Bard College. Students earn both a New York State Regents diploma and an Associate in Arts degree from Bard College, tuition-free. We seek an organized, detail-oriented Procurement Secretary to manage the school's purchasing, vendor relations, and related fiscal records.
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.
- 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.
- 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.
- 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.
- Serve as the point of contact for staff purchasing requests and explain procedures clearly.
- Provide general administrative support to the main office as needed.
1619 Boston Rd, Bronx, NY 10460
Salary and Benefits
The salary is based on the UFT school secretary salary schedule and depends on education, certificates and experience. The position includes NYC DOE benefits, including health insurance, pension, and paid leave.
Start Date: November 2026
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.
- 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.
To apply, please submit a current resume or curriculum vitae and a brief cover letter describing your interest in the position and relevant experience through the Interfolio application portal link for this position (you will need to find the "Apply Now" button found on the upper right corner on the Interfolio page): https://apply.interfolio.com/196285
Applications will be reviewed until the position is filled.
Questions
Inquiries may be directed via email with the subject line “Procurement Secretary” to Siska Brutsaert, Principal, at [email protected]
AA/EOE