| Purpose: |
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This position coordinates and supports the purchasing process. |
| Duties, Functions and Responsibilities: |
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Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
- Manages purchasing orders by preparing bid requests and purchase orders; assigning appropriate tracking numbers; reading mail and facsimiles; answering the telephone; mailing, faxing or calling appropriate parties; and verifying and editing terminology and specifications of purchase requests.
- Maintains stock levels by ordering and issuing supplies.
- Keeps customers informed by confirming and clarifying orders; noting shipping or back-order delays.
- Ensures delivery and payment by routing orders to departments for filing; initiating purchase orders; tracking delayed orders. Preparing payment documents; routing invoices to accounts payable.
- Provides information by answering questions from customers and vendors.
- Maintains historical information by filing orders and related documents.
- Maintains operations by following policies and procedures; reporting changes as needed.
- Prepares reports by collecting, analyzing, calculating, compiling and summarizing information.
- Maintains work flow by sorting and delivering information.
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| Responsibilities - Supervisor and/or Leadership Exercised: |
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None.
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| Knowledge, Skills, and Abilities: |
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Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
- Knowledge of office and administrative practices related to purchasing.
- Knowledge of billing procedures.
- Knowledge of basic mathematics.
- Knowledge of City practice, policy and procedures.
- Skill in oral and written communication.
- Skill in handling multiple tasks and prioritizing.
- Skill in planning and organizing.
- Skill in data analysis and problem solving.
- Skill in using computers and related software.
- Ability to review invoices and bills for accuracy and completeness.
- Ability to keep records.
- Ability to establish and maintain good working relationships with other City employees, vendors, and the public.
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| Minimum Qualifications: |
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- Graduation from an accredited high school or equivalent plus two (2) years of experience dealing with vendors, suppliers, etc. to acquire supplies, services, equipment or other commodities.
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| Licenses and Certifications Required: |
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None.
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