Procurement Assistant

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POSITION DESCRIPTION

Job Title:Procurement Assistant

Reports To:Purchasing Manager and Contract Compliance Manager

Department:Finance Department

FLSA Status:Non-Exempt

Grade:W04

Written/Revised:December 3, 2008

Job Summary:

Performs a wide variety of administrative duties. Assists both the Purchasing and Contract Compliance Managers in the administration of their duties and responsibilities. Assists in the preparation of meeting agendas, writing resolutions and reports, and other documentation for delivering quality service. May attend meetings and prepare, distribute and maintain meeting minutes. Assists with the preparation and administration of both the Purchasing and Contract Compliance sections budgets and processes payrolls. Maintains files and records. Prepares letters, memoranda and miscellaneous correspondences. Provides support to other personnel in both the Purchasing and Contract Compliance sections. Serves as liaison to both internal and external stakeholders. Performs other duties of a similar nature as may be required.

Essential Functions:

  • Performs general administrative functions by preparing various memos, letters, reports, forms, or other documents, including charts, graphs, etc., using applicable computer software. Processes and enters relevant information and maintains tables and other tracking formats within various software programs. Organizes and prepares information for internal and external distribution. Answers questions and provides assistance to employees, and others regarding applicable guidelines, procedures and practices. Serves as liaison to stakeholders by answering phones and properly addressing related concerns. Develops, coordinates, administers and maintains applicable records, and other related information. Serves as information liaison between both sections (Purchasing and Contract Compliance) and internal/external customers. Serves as liaison and scheduler for meetings, applicable appointments, and other related activities. Performs other Procurement Assistant functions as may be required.
  • Organizes, classifies, and compiles documents and information. Maintains records of subscriptions and organizational memberships, department inventory, timesheets and attendance records. Performs timekeeping and purchasing responsibilities using Kronos and SPL. Maintains computerized files and records.
  • Compiles information and records to prepare purchase orders for procurements. Verifies nomenclature and specifications of purchase requests. May consult catalogs and interview suppliers to obtain prices and specifications. Types or writes invitation-and-bid forms and mails forms to supplier firms or for public posting. Writes or types purchase orders and sends copies to suppliers and department originating request. Computes total cost of items purchased. Confers with suppliers concerning late deliveries. May compare prices, specifications, and delivery dates. May place orders with suppliers.
  • Prepares specifications, advertises and solicits competitive bids, and communicates with suppliers. Maintains proper records and documentation of purchasing functions. Communicates effectively with stakeholders. Assists in the development ofpersonnel policies and procedures.
  • Performs other duties of a similar nature as may be required. Organizes, sets priorities and utilizes resources in order to administratively support goals and objectives. Ensures efficient coordination of activities. Serves as a liaison to District departments, Managers, and personnel. Receives and distributes information to the various departments throughout the District for the Managers and designated staff. Learns new systems, methods and computer programs as needed. Demonstrates these new processes to help colleagues learn. Utilizes specific software programs and assistsstaff in utilizing software programs. Maintains confidentiality of sensitive and confidential matters and information.