Purchasing Assistant

JOB

• Open to SEIU Salaried Members and the Public*SEIU Salaried Members must apply within the first 14 days of this posting to be considered as an in-house candidate. Any applications received after the first 14 days will be considered with applications from the public. Applications will be screened. Those qualified will be invited to participate in a written test and oral interview. Applicants must successfully pass each of the selection processes by a score of 70% or better to proceed in the process. This posting is subject to close after 14 days ***************************************************************************************************************************************************** The Purchasing Assistant supports the Purchasing Officer by facilitating procurement activities, managing vendor relations, and ensuring efficient, policy-compliant purchasing service for all city departments.

EXAMPLE OF DUTIES
Assist in the evaluation of quotes and bid proposals from suppliers for the preparation and processing of purchase orders for goods and services and ensure all purchases are in compliance with the purchasing ordinance.Review and verify purchase requisitions for accuracy and completeness including alignment with account numbers, budget availability, and receipt of department and/or City Council approval.Communicate with vendors to obtain product information, pricing, and availability. Ensure compliance with city-specified polices for Purchasing Cards, Direct Payments and Petty Cash. Track and monitor purchases and follow up on open purchase orders.Maintain and update purchasing records and vendor database ensuring compliance with necessary licensing and insurance requirements .Work as a liaison between the Treasury department and vendors to ensure accuracy of vendor’s personal and banking information. Prepare and process all basic rehabilitation and American Rescue Plan Act (ARPA) bid projects in accordance with city and federal policies and procedures. Accurately analyze and provide summary results, making sound recommendations.Assist Accounts Payable division with the resolution of vendor billing disputes, shipping disputes, and fraudulent charges on city-assigned purchasing card statements.Review and update city-specific policies for Purchasing Cards, Direct Payments, and Petty Cash as necessary.Manage fiscal year opening and closing procedures for purchase orders. Provide final encumbrance carry over report to Office of Management and Budget.Provide administrative support, including filing, data entry, preparing correspondence, memos and bid documents.Train department staff on BS&A Purchasing Module use. Assumes duties of the Purchasing Officer in his/her absence as assigned, including conducting bid openings and preparing sealed bid proposals as required by city purchasing ordinance.The above statements are intended to describe the general nature and level of work performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

SUPPLEMENTAL INFORMATION
This work is sedentary and requires little to no exertion of force; work constantly requires grasping, manipulating or making small precise hand movements; work has standard vision and hearing requirements; vocal communication is required for expressing ideas; work requires preparing and analyzing written or computer data; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office with typing and/or computer printers, light traffic).