Purchasing Assistant

JOB RESPONSIBILITIES: 
As part of the finance team, reporting to the Purchasing Administrator, this position procures supplies, goods, materials, equipment and services of desired quality, price and delivery most beneficial to the City, and in compliance with City ordinances. The Purchasing Assistant will focus on supporting the Parks & Recreation Department, while also assisting other city departments as needed. This position will also serve as the back-up to the Purchasing Administrator in his or her absence.

The City of Upper Arlington is an equal opportunity employer, striving to foster an equitable and inclusive work environment.

ESSENTIAL FUNCTIONS:  For purposes of 42 USC 12101:

1. Administers City purchasing; ensures compliance with the City's procurement ordinance; negotiates contracts; processes emergency orders; reviews and maintains original files for all purchase orders and contracts to ensure completeness and compliance with all applicable laws.

2. Educates City personnel in purchasing procedures, City code, and co-operative agreements.   Meets with departments quarterly to discuss strategies and plan procurements.

3. Increase the City’s vendor pool by organizing and participating in networking opportunities. 

4. Assists operations personnel in the development of bid specifications; prepares, distributes, and advertises for bids; evaluates bids; rejects any and all bids as appropriate; determines successful bidder; upon approval of City Council, awards contract; contacts bidders to insure prompt completion of bid quotation forms and required documents to complete contracts; assures deadlines are met; maintains records of bid vendors; contacts vendors and interviews sales personnel; contacts vendors and departmental officials on purchasing problems and on shipping, receiving, and invoicing problems and processes; advises department on new and better products and any changes in the ordering procedures. Tracks status of procurements from bid through award.  Prepares Tax Exempt forms for vendors.

5. Creates and maintains records in the City’s finance system.  

6. Prepares and administers sale and disposal of all City assets.

7. Fulfills public records requests for purchasing-related items.

8. Conducts annual audit of fleet assets.

9. Assists auditors in administering annual audit relating to City purchasing.

10. Maintains licenses and certifications as required, if any.

11. Demonstrates regular and predictable attendance.

12. Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.

OTHER DUTIES AND RESPONSIBILITIES:

     13. Performs other duties as required. (5%)

QUALIFICATIONS:
Bachelor's degree from an accredited four-year college or university or an Associate's degree or equivalent from an accredited two-year college or technical school and two (2) years of progressively responsible related experience; or any combination of training, education, or experience which provides the desired knowledge, skills, and abilities to perform the essential functions of the position. Public and/or Government experience preferred. 

LICENSURE OR CERTIFICATION REQUIREMENTS:
Valid State of Ohio Driver’s License and the ability to maintain insurability under the City’s vehicle insurance policy.KNOWLEDGE, SKILLS, AND ABILITIES: (* indicates developed after employment).
Knowledge of:

• *Applicable laws, regulations, City policies, procedures, and requirements including Ohio Ethics law and Public Records law. 
• Safety standards; 
• Finance; 
• Budgeting; 
• Customer service;
• Office practices and procedures; 
• Purchasing; 
• Contract Review;
• Negotiations;
• RFP processes;
• Records management; 
• Project management.

Skill in:

• Proficient use of applicable technology and software;
• Conflict resolution and de-escalation techniques;
• Use of modern office equipment.

Ability to:

• Carry out instructions in basic written, oral, or picture form; 
• Interpret a variety of instructions in basic written, oral, picture, or schedule form; 
• Deal with problems involving several variables within a familiar context; 
• Define problems, collect data, establish facts, and draw conclusions; 
• Exercise independent judgment and discretion; 
• Read, copy, and record figures accurately; 
• Calculate fractions, decimals, and percentages; 
• Complete routine forms; prepare routine correspondence; 
• Prepare accurate documentation; 
• Develop complex reports; 
• Maintain confidentiality of sensitive information;
• Respond to routine inquiries from public and/or officials; 
• Demonstrated awareness of and an ability to effectively use communication that overcomes socio-cultural and lingual barriers, to be aware of verbal and nonverbal forms of communication, and listen and adapt approach to fit audience
• Effectively use and understand a variety of written and/or verbal communications; 
• Handle situations in a manner that is sensitive to inclusivity and cultural dynamics.
• *Maintain records according to established procedures; 
• Answer routine telephone inquiries; 
• Develop and maintain effective working relationships; 
• Travel to and gain access to work site.

EQUIPMENT USED: The following are examples only and are not intended to be all inclusive.

• Standard office equipment, which would include: personal computer, computer software (e.g., Microsoft Office); printer, scanner, copy machine, fax machine;
• Motor vehicle.

INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS: 
The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); occasionally required to stand, walk, stoop, kneel, crouch, or crawl on even and uneven surfaces; occasionally required to lift, carry, push, or pull objects 15 1bs. or less.
Note:  In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.

CITY VALUES:
Incumbent must model the following established city values: Teamwork/Collaboration, Integrity, Service, Leadership, Communication, Growth, Professionalism and Ethics.