Purchasing Assistant

Position Information Posting Number 2024208 Position Title Purchasing Assistant Position # 8029 FLSA Non-Exempt Classification Type Administrative/Clerical Department Fiscal Services Job Type Full Time Work Schedule Monday-Friday; 8am-5pm Hiring Pay Rate $19.
00-$22.
00/hour (depending on qualifications) Posting Opening Date 02/28/2024 Posting Closing Date Job Summary Provides support to the purchasing process and assigned department staff with specific responsibility for processing bid and purchasing documents and materials and responding to related inquiries.
Major responsibilities include performing general administrative and clerical duties, maintaining vendor/source information, and assisting with bid solicitations, bid tabulations, and contracts.
This is an entry-level position with potential to grow into a Buyer position with time and experience.
Essential Job Functions Serves as point of contact for the department, greeting city staff, vendors, and others in-person and by phone/email; answers questions and inquiries and/or routes to the appropriate staff member for response.
Assists with examining, verifying, and processing purchase requests less than the statutory threshold for competitive bids; reviews for consistency with established policies and procedures; processes purchase orders for purchases less than the statutory threshold.
Assists with scheduling appointments for pre-bid conferences and bid openings with vested parties.
Assists with vendor questions, bid registrations, bid solicitations, tabulations, and evaluations.
Assists City departments with HUB vendors and Cooperative agreements.
Processes financial data and documents (e.
g.
bids, contract renewals, incoming purchase requisitions, purchase orders, etc.
) for the purpose of updating and distributing information and/or acquiring resources to support purchasing operation in compliance with established guidelines.
Responds to inquiries of staff, vendors, and others regarding purchasing procedures for the purpose of providing information, direction, and/or referral for addressing inquiry.
Reviews documents and data (e.
g.
insurance certificates, incoming requisitions, past purchases, reconciliation with accounts payable, inventories, etc.
) for the purpose of ensuring completeness and accuracy of purchasing process.
Enters and/or tracks information as required.
Provides general clerical and administrative responsibilities such as answering phones, creating/editing/reviewing a variety of documents (letters, forms, reports, spreadsheets, etc.
), posting cash receipts, preparing bank deposits, processing accounts payable invoices, maintaining records and files, copying, faxing, ordering office supplies, processing incoming/outgoing mail, scheduling/preparing for meetings, making travel arrangements, and performing other data entry or clerical tasks as needed.
Maintains purchasing documents, files, and records for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
Scans documents into City’s imaging system (LaserFiche) as needed.
Ensures compliance with records retention guidelines and responds to Open Records Requests as needed or required.
Participates in meetings and training for the purpose of conveying and/or gathering information required to perform job functions.
Performs related duties as required.
Responds regularly and promptly to work.
Minimum Qualifications High School Diploma/GED.
Additional related training and/or course work is a plus.
Must possess at least two (2) years of experience in purchasing or performing administrative, clerical, finance, or similar office support responsibilities.
Equivalent combinations of education, experience, certification, and training may be considered.
Knowledge, Skills & Abilities Knowledge of: Proper customer service and telephone etiquette.
Modern office procedures, methods and equipment including computers and associated equipment.
Principles and procedures of record keeping.
Ability to: Learn all purchasing policies and procedures.
Operate a variety of office equipment and machinery.
Perform work based upon broad instructions and general supervision.
Prioritize multiple tasks, projects, and demands, and meet established deadlines.
Use spreadsheet and word processing applications (Microsoft Word/Excel/Outlook) to prepare correspondence, reports, and other written materials.
Maintain accurate records and files.
Handle a high level of customer interaction in person and by phone.
Maintain a high level of attention to detail for extended periods of time.
Take the initiative to learn individual job tasks and continue to broaden knowledge levels by willingly accepting new responsibilities and attending training to advance skills.
Demonstrate satisfactory work performance and willingness to improve methods of work accomplishments.
Provide management with sound, positive advice and information concerning job tasks.
Comply with all City and departmental policies and procedures and meet attendance and punctuality guidelines.
Establish and maintain positive and cooperative working relationships with all levels of City staff, other agencies, and the general public regarding job related tasks and assignments.
Skills: Strong personal computer skills (word processors, spreadsheets, database tools, e-mail, etc.
) Strong verbal and written communication skills.
Strong planning, organizational, problem-solving, and time management skills.
Licenses, Certifications & Special Requirements Texas Class C driver’s license with a good driving record as measured by the City’s evaluation system.
Physical Demands Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, driving, bending, reaching, twisting, pushing, pulling, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 25 pounds.
Working Conditions Work is performed primarily in an office setting or a well-lighted and temperature-controlled working environment.
Equipment Work shall be performed with tools, appliances and equipment approved by those agencies and bodies that have control, authority or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations.
Equipment may include but is not limited to: multi-line telephone, computer, printer, fax, copier, scanner, calculator, and vehicle.
Additional Notes/Instructions for Applicants This job description is not intended to be construed as an exhaustive list of responsibilities, duties, and skills required.
City management has exclusive rights to alter this job description at any time without notice.
Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
This document does not create an employment contract, implied or otherwise, other than an ‘at-will’ relationship.
Quicklink for Posting https://www.
bryantxjobs.
com/postings/3867