What are the responsibilities and job description for the Purchasing Assistant position at City of Delray Beach?
*Salary can be commensurate with qualifications and experience*
Veterans' Preference Applies
EEO Statement
The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services
Non-Smoking
Under supervised direction, work independently and perform responsible level support work in the administrative functions of the purchasing activities of the City. This position will compile and maintain purchasing documents, distribute information to vendors as requested, prepare spreadsheets, and assist buyers with contract preparation and follow-up. This position will also assist departments in obtaining pricing and/or estimates for, low-dollar purchases under $2,500. Direction is received from the Chief Procurement Officer and/or the Assistant Purchasing Manager.
EEO Statement
The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services
Non-Smoking
The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.
Under supervised direction, work independently and perform responsible level support work in the administrative functions of the purchasing activities of the City. This position will compile and maintain purchasing documents, distribute information to vendors as requested, prepare spreadsheets, and assist buyers with contract preparation and follow-up. This position will also assist departments in obtaining pricing and/or estimates for, low-dollar purchases under $2,500. Direction is received from the Chief Procurement Officer and/or the Assistant Purchasing Manager.
The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Organize and maintain purchasing quotes, bids and other documents.
- Prepare paper documents for records retention.
- Process city-wide purchase requisitions.
- Submit advertising of solicitations to newspapers and websites as applicable.
- Schedule and maintain dates for contract renewals, expiration, and meeting dates.
- Distribute contracts, respond to supplier, department and public requests.
- Update and maintain electronic supplier registration database.
- Responsible for filing documents, answering telephone, faxing, scanning and copying.
- Assist staff with purchasing activities as needed.
- Provide administrative support as required by the Purchasing Manager.
- Assist suppliers and departments with bidding processes.
- Assist staff and in determining commodity needs, services needs and schedules.
- Function as a back-up to the Inventory Control Clerk at the City's Central Warehouse.
- Perform all functions and responsibilities according to the Palm Beach County Code of Ethics and Florida State Statutes 112.313.
- Foster positive employee relations and employee morale on a City-wide basis.
- High school graduate or GED.
- Associate degree or higher is preferred.
- A minimum of one (1) year experience in purchasing procedures.
- Knowledge of generally accepted purchasing principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.
Ability to understand and follow written and oral instructions. Ability to read, update, evaluate and maintain various records and files. Ability to access, operate and maintain various software applications. Ability to clearly communicate information both orally and in writing. Ability to operate basic office equipment, e.g., printers, copy machines, telephone systems, facsimile machines, and other technology-based equipment. Ability to implement policies and procedures. Skill in performing routine-to-moderately complex mathematical computations and tabulations accurately and efficiently, as they relate to purchasing. Skill in establishing and maintaining effective working relationships with all personnel, departmental personnel and supervisors, and vendors. Ability to demonstrate strong skills in utilizing personal computer and office software such as MS Word, MS Excel and electronic mail.
The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.
The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.
Physical Demands/Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee is occasionally required to walk, bend and stand. The employee must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Works inside an office environment.
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change.
Salary : $42,245 - $67,600
