Purchasing Assistant

This position performs responsible administrative work involving the purchasing of supplies, materials, equipment
and services for all departments within the City. Duties include document processing, record keeping, vendor relations, market research, contract and
solicitation public meeting support, end-user training assistance, and daily office operations.
Position Scope:
Duties require strong organizational skills, attention to detail, confidentiality, and the ability to interact professionally with internal departments, vendors, governmental entities, and the public. This position reports to the Purchasing Director.

• Consults with departmental personnel on procurement needs, provides administrative assistance'and advises of equipment, supplies, services, and purchasing procedures as established.
• Perform a variety of complex administrative, secretarial, and/or public procurement clerical duties in support of assigned department. Answers the telephone, waits on the general public, and provides information related to department and/or city policies and procedures, and makes various appointments and announces callers.
• Corresponds with vendors relative to delivery, substitutions, inquiries, quotations, misinterpretations of monitors status of purchase orders, insurance certificates and contracts.
• Manages departmental related documents relating to the Departments purchasing function, including certificates of insurance and vendor documents. Assist with maintaining vendor database. Composes correspondence to include email, memos, letters, applications, reports, meeting agendas, and meeting minutes.
• Obtains formal quotations as per established procedures.
• Expedites delivery, billing and receiving documents when required. Investigates delivery issues and coordinates with vendors, staff, and end users to resolve defective or unacceptable goods or services and ensure corrective action.
• Monitors the department's supply needs and prepares supply requisition forms and maintains
  adequate inventory of office supplies.
• Reviews, approves and processes all requisitions at a certain dollar level, checks for accuracy and conformance with
  City purchasing policies, makes adjustments to affect economies, consolidates departmental requisitions when
  possible, assigns vendor numbers, printing of purchase orders, obtaining proper authorization and signatures,
  distribution of all copies to proper department or files. Routes contracts for signature.
• Follows-up on a variety of special assignments, projects, and related matters to
  ensure assignments, projects, tasks are completed in a timely manner and/or by established deadline.
• Assists the Purchasing Agent with duties required by the SE Florida Governmental Purchasing Co-op and attends
  meetings as necessary. Maintains Co-op contract files.
• Monitors budget expenditures to ensure funds are available in appropriate accounts to purchase required supplies,
  materials, and equipment.
• Supports bid openings, vendor meetings, evaluation committees, and other procurement activities by preparing sign-in
  sheets, packets, and Florida Sunshine meeting materials.
• Manage the photocopier contract including ensuring coordination of repairs, setting up training with vendor, assisting
  employees with proper use of the copier. Assists in maintaining paper and other supplies stocked in the supply room.
• Supports the sales of surplus supplies and equipment.
• Serves as a backup for all Finance Department functions when needed.
• Assists with contract administration, including obtaining periodic vendor performance evaluations from user departments.
• Performs other related duties as requested.

Additional Information:

• There is a one-year probationary period.
• It is the responsibility of the incumbent to maintain their licenses and/or certifications as a job requirement.
• Background screenings are conducted through the Clearinghouse @ to apply knowledge of specifications of frequently purchased commodities, sources of supply, current prices and market trends in the timely purchasing of a moderate to large volume of goods.
• Knowledge of purchasing methods and procedures.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to learn database and purchasing software is required.
• Good knowledge of English usage, spelling, grammar and punctuation.
• Knowledge of departmental policies, rules and regulations regarding the purchase of goods and services required.
• Ability to maintain effective relationships with city personnel and vendors.
• Analyze and solve problems.
• Use math and mathematical reasoning.
• Ability to communicate clearly and concisely, both orally and in writing; ability to establish and maintain effective
  working relationships with those contacted in the course of work; ability to organize and maintain accurate records and
  files; ability to learn the operation, policy and procedures of the City and the assigned department or office; ability to
  perform difficult and complex clerical and administrative support work using independent judgment. Ability to
  effectively present information both one-on-one and to small groups.
• Perform highly detailed work on multiple, concurrent tasks.
• Learn and apply new information.
• Meet intensive deadlines.
• Work with constant interruptions.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Must follow the Code of Ethics as set forth by the City, Florida Association of Public Purchasing (FAPPO), National Institute of Governmental Purchasing (NIGP), and Florida State Statute.

• Associates degree or equivalent supplemented by two (2) years' experience performing similar clerical/ administrative support duties; experience in a municipal purchasing department is desirable; or any acceptable related combination of training and experience.
• CPPB, CPPO or CPM certification preferred.
• Valid Florida Driver's License.