Purchasing Assistant

MINIMUM CLASS REQUIREMENTS

Any combination of experience equivalent to two years of clerical experience including at least one year of experience in inventory control, direct vendor or contractor contact or purchasing relating to the position.

LICENSES, REGISTRATIONS AND/OR CERTIFICATES

Must possess and maintain / obtain a First Aid/CPR certificate within six months of appointment.

Under general to limited supervision performs a variety of responsible, complex clerical and administrative tasks within the Purchasing division. Typical duties include providing general clerical support to Purchasing staff; creating a variety of written documents; resolving complaints and problems; interpreting complex guidelines and regulations; processing requisitions and purchase orders; maintaining the central supply store; reviewing and tracking a variety of contracts and related documents to ensure compliance with state statutes and City policy; and assisting with auctions of surplus property and the local bidding process. Work is performed with considerable latitude and flexibility for exercising independent judgment in making responsible decisions. Work is reviewed by direct observation, customer input, results attained and conferences.

Receives, screens, and answers inquiries from the public, vendors, City departments/divisions, contractors and representatives from governmental agencies relating to various aspects of the Purchasing Division either in person, by telephone, paper or electronic communications. Takes messages and complaints and resolves within internal guidelines or refers to appropriate staff. Types a variety of letters, memoranda, reports, requisitions, forms or other documents from notes, drafts or personal composition; proofreads, corrects grammar, spelling, punctuation and ensures documents are in appropriate formats. Reviews files, researches and prepares a variety of specific, special or recurring reports as needed. Recommends new or revised policies or procedures and assists in implementing changes; updates and maintains appropriate policy and procedure manuals.

Processes requisitions and purchase orders; issues requisitions within established limits; prepares purchase orders; and may issue emergency purchase orders in the absence of other staff.

Reviews and tracks Public Works jobs to ensure contracts reflect Prevailing Wages required by state statute; maintains required documentation for state audit and/or inspection; advises and instructs contractors of state Prevailing Wage requirements and requires appropriate document to ensure compliance with statutes. Maintains files of contractor certificates of insurance and ensures all required contracts provide appropriate and required documentation. Verifies contractors and vendors possess appropriate and current business or contractor’s licenses and that Worker’s Compensation requirements are satisfied. Monitors and interprets applicable state and federal statutes and advises of impact on division operations as necessary.

Maintains limited central stores of commonly used items; maintains inventory and places orders with vendors for replacement items as necessary; issues stock from central store as necessary; orders specific items for City users from vendors not previously established. Receives orders and audits to verify quantity, quality and amount charge and ensures ordering departments are appropriately charged or billed. Maintains vendor files for emergency purchases. Prepares appropriate reports as required. Issues business credit cards and tracks recipients and length of possession.

Assists with the preparation for City auctions; makes and distributes auction tags, logs and records items for auction; tracks surplus items entering and leaving storage. 

Assembles bid specification packages and mails to prospective vendors/bidders; explains bid process as necessary. Assists in bid openings as necessary.

Requires regular and reliable attendance.

Performs other related duties as necessary.

Knowledge of: modern clerical and office management principles, practices and techniques; correct and effective use of letters, memoranda and other business communications, spelling, punctuation, grammar, and business mathematics, and modern filing and record keeping systems. Knowledge of: manual and automated inventory control procedures and methods; office supply materials. Knowledge of: purchasing processes and procedures.

Ability to: understand and execute complex oral or written instructions, to anticipate departmental requirements and to identify alternative or new methods and approaches to service delivery; and to exercise independent judgment and decision making to resolve problems and perform job duties. Ability to: establish and maintain effective working relationships with employees of departments and divisions, vendors, contractors, representatives of regulatory agencies, and the public; and communicate effectively orally and in writing. Ability to: operate personal computers using up-to-date word processing, spreadsheet and specialized software programs, fax machine, copier, and ten-key accurately and rapidly. 

PHYSICAL DEMANDS

Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods of time or while standing for a period of time. Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/fingering while performing duties operating on computers. Occasional heavy work includes lifting and carrying up to 50 pounds. Occasionally ascends/descends stairs and ladders while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and while communicating with co-workers, general public and completing all tasks as assigned. Must be able to distinguish color and maintain long-term and short-term memory. May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

UNUSUAL WORKING CONDITIONS

Work is generally performed within an office but may require movement and handling objects weighing in excess of 50 pounds and the use of hand trucks or other devices for handling stock. May deal with upset or irate vendors, contractors or the public.