Listing Summary

JOB SUMMARY

The purpose of this classification is to perform administrative work in support of the Procurement Manager.

ESSENTIAL JOB FUNCTIONS

• Assists Procurement Manager with educating and training departments/divisions, vendors, professional individuals/groups, and the public on purchasing best practices and procedures.
• Develops and maintains procurement documentation as required.
• Track and process incoming purchase & contract requests.
• Assists with the requisition, purchase order, contract process.
• Manages the procurement knowledge base including approved and banned vendor lists.
• Creates, develops, and modifies purchasing related form.
• Tracks and responds to procurement related open record requests.
• Maintains the procurement page on the city’s website and OpenGov solicitations platform.
• Performs office management functions; coordinates daily activities of assigned department/division; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; drafts/recommends office/department policies; designs forms for use within the department.
• Provides administrative support for department/division management personnel and/or staff members; relieves management staff of routine administrative tasks; serves as note taker for RFP Committee meetings and other procurement meetings. screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; types, transcribes, edits, or proofreads correspondence; maintains department calendars and schedules meetings, appointments, or other activities; coordinates travel arrangements for department staff; schedule meetings, and coordinates or conducts special projects as assigned.
• Manage the Procurement email box and ASANA system to review, respond and process purchasing requests as the Procurement liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among division/department personnel.
• Processes purchasing and accounts payable documentation; prepares purchase requisitions and purchase orders; reviews invoices for accuracy and research discrepancies.
• Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; research problems/complaints and initiates problem resolution.
• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, logs, lists, purchase requisitions, purchase orders, cost analysis reports, invoices/bills, schedules, agenda items, calendars, meeting minutes, resolutions, training presentations, insurance certificates, newsletters, or other documents.
• Receives various forms, reports, correspondence, budget reports, invoices, insurance statements, policies, procedures, user guides, manuals, catalogs, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Maintains computerized and hard-copy file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Operates a personal computer, switchboard, postage machine, printer, scanner, typewriter, copy machine, fax machine, calculator, telephone, shredder, two-way radio, or other equipment as necessary to complete essential functions, to include the use of Microsoft suites, database, spreadsheet, desktop publishing, email, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Processes incoming/outgoing mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; processes bulk mailing projects.
• Performs general/clerical tasks, which may include making copies, distributing documentation, sending/receiving faxes and email messages, or filing documentation.
• Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
• Maintains current manuals, procedure manuals, codes/ordinances, directories, and other reference materials.
• Monitor inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Attends various meetings as required.
• Communicates with supervisor, employees, applicants, other departments, state agencies, insurance companies, court officials, attorneys, defendants, customers, the public, the media, vendors, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Provides assistance to other employees or departments as needed.
• Performs administrative tasks and related duties as required.

MINIMUM QUALIFICATIONS

Education and Experience:

Requires a High School Diploma or equivalent; Experience in purchasing processes and procedures and three (3) years of related experience in Procurement or Purchasing, Office Management, Administrative/Secretarial work, Customer Service, Records Management, and personal computer operations, or equivalent combination of education and experience.

Preferred Qualifications:      

• 3 years of Procurement or Purchasing experience.
• Knowledge of Procurement Processes, Policies/Laws and Procedures
• Knowledge and Experience with Requisition and Purchase order ERP Systems
• Time Management and Organizational Skills

Knowledge, Skills, and Abilities:

• Ability to produce Microsoft Office documents and presentations.
• Ability to review, classify, categorize, prioritize, and/or analyze data; ability to exercise discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. 
• Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
• Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs.
• Ability to apply principles of rational systems; ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form; ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.                                 
• Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.

PHYSICAL DEMANDS

The work is sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

WORK ENVIRONMENT

Work is performed without exposure to adverse environmental conditions.