Purchasing Aide

City of Hialeah Municipal Government

About The Position

Performs specialized technical and clerical work in assisting in municipal purchasing and contract management, often-involving complex work methods, and techniques. General and specific assignments are received and work is performed with latitude for the use of independent judgment in the selection of work methods and procedures, and is subject to review for compliance with departmental standards and objectives, compliance with all City procurement and payment guidelines and all City Rules and Regulations.

Requirements

Thorough knowledge of modern office practices, procedures, and equipment.
Ability to carry out complex oral and written instructions.
Attention to detail and accuracy.
Strong organizational and time management skills.
Knowledge of business arithmetic and English.
Ability to use complex records and prepare reports.
Ability to establish and maintain effective working relationships with vendors and other employees.
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact.
Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, personal computer, calculator, copier, and fax machine.
Work involves working indoors and outdoors in inclement weather conditions.
Work involves sitting and standing for long periods of time.
Work involves frequent typing, walking and bending, lifting and stooping for short periods of time.
Must be able to lift and/or carry weights of up to 30 pounds.
A Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting, or a closely related field; OR
An Associate's degree in Business Administration, Public Administration, Finance, Accounting, or a closely related field AND two (2) years of professional experience in a closely related field.
An applicant who has not graduated from college/university may substitute a minimum of four (4) years' experience in a business or warehouse setting which would provide a working knowledge of the usage, quality, and sources of one or more general classes of materials, supplies, or equipment; AND
Valid driver license issued by the State of Florida.

Nice To Haves

Experience in purchasing, procurement, or related field preferred.
Knowledge of government purchasing regulations and procedures is a plus.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Accreditation from a Public Procurement institution preferred.
English and Spanish speaking and writing preferred.

Responsibilities

Assists with procurement problems within the scope of assigned area.
Creates purchase requisitions, tracks and receives purchases, prepares and submits invoices for payment, and prepares and submits check requests according to current City procedures.
Researches and identifies potential suppliers and vendors.
Tracks and monitors purchase orders to ensure timely delivery and payment.
Resolves vendor issues and discrepancies.
Maintains and uses a variety of records and files.
Monitors and analyzes expenditures by account.
Creates and maintains tracking spreadsheets as assigned.
Maintains vendor files complete and current.
Assists companies in paperwork to become vendors when needed.
Prepares council letters and resolutions for major purchases.
Assists in the preparation and maintenance of contract files.
Tracks contract expiration dates and renewal processes.
Monitors contract performance and compliance.
Assists in resolving contract disputes and claims.
Maintains accurate records of inventory levels and usage.
Assists in the physical inventory process.
Place orders for inventory replenishment as needed.
Compiles formal and informal bid specifications.
Does research required for obtaining formal bids, schedules delivery dates and affects follow-up procedure on delayed deliveries.
Completes requests for quotes.
May train and direct the work of a few manual and clerical assistants.
Performs other related work as required.