DEFINITION: This position provides technical support for the City's purchasing function.

REPORTS TO: The Purchasing Manager

• Receives and processes online requisitions from City departments. Ensures requisitions receive correct fund account coding, appropriate description, appropriate vendor, current quote, and commodity code.
• Provide vendor source selection and make vendor recommendations for courtesy bid notifications. Track MWBE purchase orders for small purchases.
• Provides Munis requisitioning training in group and one-on-one sessions.
• Process new purchase orders.
• Process changes to existing purchase orders for increases, decreases, and closing.
• Prepares informal bids for the purchase of apparatus, supplies, equipment, and services.
• Assist Purchasing Manager with informal construction projects.
• Receives and processes responses from bidders; date stamps responses; formulates bid tabulation sheet for all qualified bid responses.
• Assist PM with formal pre-bid and bid opening meetings.
• Maintains active bid files, re-locate/stores bid files older than the current fiscal year, and follows retention schedule.
• Prepare recommendations for informal bid awards.
• Forwards vendor applications to vendors; evaluates and processes completed applications.
• Perform routine vendor audits to ensure active vendors are not debarred and all insurance and/or bonding requirements are satisfied.
• Vendor refund report.
• Maintains and monitors the Certificate of Insurance notebook to guarantee that vendor insurance forms are properly filed and managed in Munis.
• Processes requests for payments; ensures invoices are paid in a timely manner.
• Processes incoming and outgoing mail.
• Assist with annual inventory.
• Review department P-Card statements for unauthorized transactions.
• Perform periodic p-card audits to ensure departments are reconciling in a timely manner for each transaction.
• Train/supervise employees, ensuring productivity, adherence to policy, effective performance evaluation, individual development.
• Performs other related duties as assigned.

• Ability to read, write and perform mathematical calculations at a level commonly associated with high school or equivalent completion.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for two to five years.
• Possession of or ability to readily obtain a valid driver's license issued by the State of North Carolina for the type of vehicle or equipment operated.
• Ability to be bonded.

• Knowledge of purchasing system configuration (Tyler).
• Knowledge of the federal requirements for micro-purchase, small purchase, sealed bid and formal bidding procedures for goods, services and construction contracts.
• Knowledge of the FTA procurement requirements.
• Knowledge of the 1099 and W9 vendor tax forms, its purpose and when to require one from a vendor.
• Knowledge of North Carolina General Statutes related to municipal purchasing processes.
• Knowledge of the principles and practices of municipal purchasing operations.
• Skill in analyzing problems and identifying solutions.
• Skill in preparing clear and accurate reports.
• Skill in establishing cooperative and productive working relationships.
• Skill in setting priorities for competing projects.
• Skill in performing mathematical calculations.
• Skill in operating computers and other standard office equipment.
• Skill in interpersonal relations.
• Skill in oral and written communication.

SUPERVISORY CONTROLS: The Purchasing Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures and the nature and propriety of the final results.

GUIDELINES: The guidelines include North Carolina General Statutes and the City, department, and division procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY: The work consists of related clerical duties. Strict regulations and the variety of items to be purchased contribute to the complexity of the position.

SCOPE AND EFFECT: The purpose of this position is to provide clerical support for the City’s purchasing function. Success in this position provides the equipment and resources needed for City operations and does so in compliance with relevant laws.

PERSONAL CONTACTS: Contacts are typically with other City personnel, vendors, and members of the general public.

PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, stooping, bending, crouching, standing or walking. The employee occasionally lifts light objects.

WORK ENVIRONMENT: The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.

331 S. Franklin Street

Rocky Mount, North Carolina, 27802