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City of Georgetown
JOB DESCRIPTION
Job Title: Purchasing Assistant FLSA Category: Non-exempt
Effective Date: 04/01/2017 Revision Date:
SUMMARY: Under general direction of the Purchasing Manager, the Staff Assistant/Purchasing Assistant is responsible
for assisting the Purchasing Department personnel with various administrative tasks and projects and limited buying
responsibilities which involve extensive public contact requiring the exercise of independent judgement, initiative, and
discretion based on knowledge of administrative policies procedures of the Purchasing Department and the City.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of
the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties
performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable
accommodations will be made as required. The job description does not constitute an employment agreement and is
subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the
following:
Examine, verify and process purchase requests less than the statutory threshold for competitive bids. Review
requisitions for consistency with established policies and procedures. Process purchase orders for purchases less
than the threshold.
Provide administrative support to the department, to include but not limited to, preparing correspondence and
reports.
Establish and maintain filing system, including electronic filing system: scanning, quality assurance, metadata entry
and record destruction of paper and paperless files
Responsible for the Purchasing Department’s clerical functions which include answering incoming calls and taking
appropriate action and providing key information to the public concerning the Purchasing Department and related
activities.
Assist the Purchasing staff with administrative support duties including meeting appointments, calendaring logistics,
and other administrative office coordinating activities. Assist the Purchasing staff with placing legal notices for formal solicitations and obtaining the affidavit of publication
for records retention.
Assist the Purchasing Division with scheduling appointments with vested parties for pre-bid conferences and bid
openings; greet contractors/vendors; accept and time-stamp bids and proposals received.
Safekeep bids and proposals received until the due date and time for scheduled openings.
Review and track contracts during the routing process, which includes extensive review of insurance certificates
and other pertinent information to assure accuracy of requirements. Data entry of all insurance certificates for
vendors used by the City.
Mail and track executed contracts to City contractors.
Assist potentials vendors with Ionwave vendor registration and assist registered vendors with username and
password issues.
Maintain record retention and destruction schedule(s) for electronic and manual purchasing documents. Assist with
scanning formal bid/proposal records into Laserfiche for record retention purposes as needed.
Maintain the Purchasing Department external and internal website with current and accurate information.
Perform other duties as assigned.
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MINIMUM QUALIFICATIONS:
Education, training and Experience Guidelines
High school diploma or equivalent and four (4) or more years of office administration experience, or the equivalent
combination of training, education and experience
Knowledge of:
Commonly used business software packages such as the Microsoft Office Suite.
Skill in:
Communicating effectively, both orally and in writing.
Establishing and maintaining effective working relationships.
Establishing and maintaining effective working relationships with other City employees, vendors and the public.
Ability to acquire general knowledge of the policies, procedures, and activities of City departments
Possess good customer service skills
Possess intermediate level computer skills including word processing, spreadsheets, powerpoint and data entry
Teamwork focused
Self starter
Professional attitude
Well organized
Detail oriented
Problem solving skills
LICENSES AND CERTIFICATION REQUIREMENTS
Valid Class C Texas driver’s license
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, crouching, bending, vision,
hearing, talking, use of foot controls. Some exposure to elements when performing warehouse related activities.