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HomeMy WebLinkAboutPurchasing AssistantPage 1 of 2 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. Page 2 of 2 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.