Purchasing Assistant

Description

Duties: Under the direction of the Purchasing Supervisor, the Purchasing Assistant is responsible for:

• Perform data entry as required to process purchase orders, reports, etc.
• Answer the telephone and distribute purchase order numbers.
• Maintain all records associated with the certifications of vendors under the District’s Affirmative Action/EEO program. This includes communicating with current and prospective vendors to obtain the proper documents required to determine eligibility under the program.
• Maintain all records associated with Prevailing Wage, W-9, and Certificates of Insurance. This includes communicating with current and prospective vendors to obtain the proper documents required to be an approved service provider.
• Match certified payroll transcripts with invoices. Communicate with vendors when the information provided is incorrect or missing.
• Prepare/process invoices for payment, including copying and matching with open purchase orders or other existing documents.
• Prepare credit card statements and receipts for processing.
• Communicate with staff to resolve missing receipts.
• Communicate with vendors to rectify delivery and/or billing issues.
• Review all monthly statements from vendors. Identify potentially overdue invoices, conduct inquiries, and take remedial action, if necessary.
• Sort and distribute mail.
• Fill in as Warehouse Foreman or Warehouse Assistant, and perform other warehouse or delivery driver duties as needed.
• Follow all safety procedures established by the District and pertaining to job duties.
• Performs other duties as assigned:
  • which are reasonably related to the duties described; or
  • which need to be performed promptly to avoid safety hazards or to protect Park District property; or
  • which are not generally described in other job descriptions; or
  • when the amount of work exceeds the availability of Park District employees within the appropriate job classification.

Essential Functions:

• Ability to manipulate computer keyboard, phone, and adding machine.
• Ability to bend at waist and knees in order to file.
• Ability to understand and complete record keeping and paperwork relative to job duties.

Qualifications

Education: Requires a high school diploma or equivalent. An Associate’s Degree in Business Administration, Accounting, or similar coursework is preferred. Although a degree is preferred, full-time experience in a purchasing or warehousing environment with similar duties may be substituted for all or part of the educational requirement.

Certification: Must obtain and maintain forklift certification.

Experience: Requires five years of experience in materials management.

Knowledge and Ability:

• Ability to be professional, respectful, accountable, innovative, to follow safety procedures, and be equitable to both internal and external customers.
• Requires the ability to follow oral and written instructions.
• Must have the ability to communicate effectively with the public and other employees by oral and written media.
• Must have basic computer skills including knowledge of Word and Excel and data entry speed of 30 to 40 words per minute and/or 6,000 to 8,000 characters per hour.
• Requires a general knowledge of basic business practices and the ability to perform basic business math computations.
• Must have the ability to understand the terms of vendor contracts in order to identify and solve service and/or billing issues.
• Requires the ability to deal effectively with vendors on orders, disputes, and product recommendations.
• Requires the ability to operate a forklift and pallet jack.
• Requires a valid Illinois State driver's license.
• Requires the ability to perform/maintain general filing and cataloging of state contracts, records, and files.
• Personal – Must demonstrate reliability, initiative, tact, and resourcefulness.

Benefits and Perks:

• Paid sick days, vacation days, and holidays.
• Longevity bonus program and wellness program.
• Pension and retirement programs and Social Security participating.
• Exceptional health plan.
• Paid Life Insurance.
• Disability Insurance.
• Full-time employees and dependents enjoy discounted recreation classes and free admission to select Park District facilities.

The Peoria Park District hires without regard to race, color, religion, sex, age, national origin, citizenship status, ancestry, sexual orientation, marital status, disability, pregnancy, military status or unfavorable discharge from military service, protected veteran status, or on the basis of any characteristic protected by law.  

All qualified individuals are encouraged to apply.  

AN EQUAL OPPORTUNITY EMPLOYER.

Salary : $42,000 - $52,000