Job description
Class Title
Purchasing Assistant
Class Code
281
Salary
$3,889.00 - $5,470.00 Monthly
Basic Function
Under general supervision, performs specialized administrative support work within the purchasing division of the Finance department which includes the processing of purchase orders, maintaining vendor records, maintains citywide credit card program, processing of contract renewals and assisting with requests for bids or proposals; maintaining records in compliance with requirements and guidelines; and performs other related duties as assigned.
Distinguishing Characteristics
Incumbents perform the full range of purchasing support duties. This position works with established guidelines and makes decisions based on current policies and past practices. Positions at this level work under immediate supervision and receive ongoing training while learning job tasks. This class is distinguished from the next higher classification of Buyer I/II in that the latter performs higher level purchasing functions.
Typical Duties
(May include, but are not limited to those duties listed below)
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
- Reviews and verifies all purchase orders and related transactions for completeness and conformance with established regulations and procedures. Processes purchase orders and related transactions into the financial software.
- Maintains vendor records.
- Assists with the administration of surplus disposal.
- Maintains citywide credit card program.
- Writes procedures for purchase orders, related transactions and programs.
- Maintains purchasing information on City websites.
- Trains City staff on purchasing procedures.
- Responds to, or assists, with responding to public records requests.
- Under direction, provides general support to Buyer as time allows such as analyzing usage, sourcing vendors, renewing contracts, and auditing invoices.
- Maintains records in compliance with rules, regulations, and City guidelines.
- Independently types routine correspondence, reports, records and other documents as assigned.
- Works on, and supports a variety of purchasing projects and issues; participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned projects; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
- Serves as liaison with City staff, the business community, the general public, and outside agencies; provides information and assistance as appropriate; explains programs, policies, and activities; interprets and applies policies and procedures as necessary; researches and resolves complaints and problems.
- Performs other related duties as assigned.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
Minimum Qualifications
Knowledge:
Abilities:
Any combination of education or experience that provides the above knowledge, skills and abilities shown is qualifying. A typical way to obtain the required qualifications is to possess the equivalent of the following:
- Modern office administrative practices and procedures, including the use of standard office equipment.
- Software programs related to the work, including financial, spreadsheet, word processing, and database applications.
- Business writing including English usage, grammar, spelling, vocabulary, and punctuation.
- Principles and practices of data collection and report preparation.
- Business mathematics.
- Principles and practices used in establishing and maintaining files and information retrieval systems.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Abilities:
- Learn the operating procedures and policies of the division to which assigned.
- Make basic mathematical computations accurately.
- Use complex software effectively and efficiently.
- Operate modern office equipment including computer equipment and specialized software applications programs.
- Read and write effectively.
- Understand and carry out oral and written directions.
- Process detailed paperwork in accordance with specific procedures and policies.
- Effectively organize assigned tasks and work within deadlines.
- Interpret, apply, and explain administrative and departmental policies and procedures.
- Compose correspondence and reports independently or from brief instructions.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Effectively conduct research using current methods and techniques.
- Work independently and as a team member.
- Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in difficult customer relations situations.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Any combination of education or experience that provides the above knowledge, skills and abilities shown is qualifying. A typical way to obtain the required qualifications is to possess the equivalent of the following:
- High school graduation or tested equivalent and
- Two (2) years of increasingly responsible administrative experience
- Knowledge of purchasing practices
Career Ladder
- Purchasing Manager
- Buyer I/II
- Purchasing Assistant
Class Detail
Reports to: Purchasing Manager and Buyer i/ii
Supervises: May provide lead direction to lower level clerical positions
Bargaining Unit: Service
Classification No. 281
Date of Issue: 12/2012 (Re-classification)
Update: 08/19
Update: 08/19
SALARY
- This classification belongs to the Service bargaining unit and has a nine-step salary range. All classifications in this bargaining unit add an additional wage Step J on 7/14/18 by MOU agreement. Appointment may be made commensurate with experience. The current salary schedule is posted on the City website. See MOU for salary practices.
UNION REPRESENTATION
- This classification belongs to the Service Employees' bargaining unit. All employees within this unit are represented by the Service Employees' International Union.
APPOINTMENT
- Any candidate selected by the appointing department may be required to pass a pre-employment medical exam administered by a City-selected physician before hire to non-sedentary positions. Prior to starting work, all newly hired employees will be fingerprinted, to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment
. Candidates must present documentation verifying authorization to work in the United States and take a loyalty oath as required by the State of California at the time of hire. Appointments to regular positions are subject to a six-month probationary period (unless specified as 12-month by Service Employees MOU) which is considered a part of the selection process. Probationary employees may be terminated without recourse during this period. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.
LEAVE
Vacation – 80 hours/year up to 5 years, 120 hours/year 6-10 years, plus 8 hours for each year after 10 years up to a maximum of 160 hours/year.
Sick – 12 days/year
Holidays – up to 11 days/year
Floating Holidays - 24 hours per year - prorated for part-time
Floating Holidays - 24 hours per year - prorated for part-time
INSURANCE – (available to employee and eligible dependents)
Medical – Depends on plan selected; City generally pays 95% of the cost of coverage (pro-rated for part-time).
Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage (pro-rated for part-time). Plus an additional $29.50 per pay period.
Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage (pro-rated for part-time). Plus an additional $29.50 per pay period.
Life – City provides a $20,000 life insurance policy.
Long Term Disability – City provides a long term disability plan.
RETIREMENT
All new regular employees become members of PERS. Public Employees' Retirement System (PERS) 2% @ 62 (3 year average). Prior PERS membership may affect retirement formula. Employees contribute 9.75% of their salary to PERS on a pre-tax basis. An employee is vested after 5 years of membership. No Social Security is withheld.
ADDITIONAL BENEFITS (not all inclusive)
457 Deferred Compensation Plan
Accident Protection Insurance
Bilingual Pay if required by position
Cancer and Critical Illness Insurance
Direct Deposit
Discount Bus Pass Program
Flexible Spending Plans for Health & Dependent Care
Longevity Pay (after 10 years and 15 years)
In lieu Medical Reimbursement of $200 /month (if not participating in City offered Medical Plan)
Shift Differential
Supplemental Life Insurance
Tuition Reimbursement
The information included in this listing is subject to change and does not constitute an expressed or implied contract. Leaves and most Insurance contributions are pro-rated for part-time benefited employees.
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