Administrative Technician (Purchasing)

City of Visalia•Visalia, CA

5d•Onsite

About The Position

The City of Visalia is recruiting for the position of Administrative Technician (Purchasing). This position will be assigned to the City's Purchasing Division, which is part of the Finance Department. The Purchasing Division is responsible for all contracts, bids, proposals, quotes, and purchases, ensuring compliance with Public Contract laws and regulations. The Purchasing Technician serves as the primary point of contact for purchasing-related inquiries, provides guidance on purchasing policies and procedures, coordinates procurement activities, assembles contracts, and reviews requisitions. Responsibilities include researching vendors, evaluating proposals, processing procurement documents, registering projects with the Department of Industrial Relations (DIR), resolving discrepancies, and maintaining vendor compliance documents. The incumbent also develops and maintains purchasing records, identifies opportunities for process improvements, and collaborates with management on implementation.

Requirements

Four years of increasingly responsible secretarial, administrative and/or supervisory clerical experience.
Strong analytical skills.
Ability to research, interpret, and communicate policies and procedures.
Ability to manage and prioritize projects and deadlines.
Ability to maintain a cooperative working environment with coworkers.
Organized.
Ability to follow up with vendors.
Strong communication skills (written and oral).

Nice To Haves

Previous experience in writing and interpreting contracts, or a related field is desirable.

Responsibilities

Serve as the primary point of contact for purchasing-related inquiries.
Provide guidance to City departments and vendors regarding purchasing policies and procedures.
Coordinate procurement activities with internal departments and external vendors.
Assemble contracts and supporting documentation.
Review requisitions for completeness and accuracy prior to processing.
Research and solicit vendors.
Evaluate proposals based on price, quality, and delivery timelines.
Process requisitions, purchase orders, change orders, and vendor records using the City's purchasing software.
Register City projects with the Department of Industrial Relations (DIR).
Resolve discrepancies involving requisitions, purchase orders, contracts, and invoices.
Maintain vendor insurance certificates and related compliance documents.
Develop and maintain comprehensive purchasing records, including bid documents, contracts, and outstanding invoices.
Ensure compliance with City requirements.
Identify opportunities to improve purchasing services and procedures.
Work collaboratively with management to implement process improvements.