PURCHASING ASSISTANT 1- FLOATER
About The Position
Employee works under general supervision and requires knowledge of purchasing/procurement, applicable state and county regulations and procedures governing purchasing and public relations; advises other Agency personnel regarding vendor or purchasing possibilities and procedures; procures all necessary supplies, materials, clothing, services, and equipment for the Agency. Procures supplies, materials, clothing, equipment and/or services needed for operation of agency; contacts vendors for best prices or information regarding products and/or services; obtains information regarding state and county bid pricing; ensures proper level approvals of requested equipment, services or supplies; enters purchase requisitions or purchase orders including necessary information such as object-organization and commodity codes into current enterprise resource planning (ERP) purchasing system; distributes cash equivalents including recording the transactions on appropriate logs; fills supply requests from stock; monitors inventory levels and initiates requisitions for replacement stock. Prepares invoices for vouchering/allowances; reviews invoice and enters packing slips to ensure match with purchase orders; resolves receipt/invoice discrepancies with vendors and agency staffs. Receives goods, enters receipt of goods in ERP System; supplies tax exempt information and credit references as needed; provides information regarding purchasing procedures to vendors and agency staff. Maintains paper and/or electronic filing systems of all correspondence, requisitions, purchase orders, approvals, invoices, and other related purchasing documentation. Answers inquiries from Agency staff and vendors; opens and processes mail, contacts vendors regarding delivery or invoice issues; makes decisions regarding best purchasing methods and lowest pricing. This position requires that the employee report to different work locations based on workload as determined by supervisor.
Requirements
- High school graduate
- Several years clerical exp.
- Business school/college may be substituted for part of experience
- Familiar with and able to use PC with word processing, spreadsheet, and data base software
- Experience in purchasing and use of electronic purchasing systems
- Ability to calculate fractions, decimals, and percentages and to read and write common vocabulary plus 1 course in typing (or 1 mo. exp.); 1 course in public relations (or 1 mo. exp.); 1 course in bookkeeping (or 1 mo. exp.); or equivalent
- Ability to occasionally lift and move objects weighing 15 - 25 lbs. Based on site location.
Responsibilities
- Procures supplies, materials, clothing, equipment and/or services needed for operation of agency
- Contacts vendors for best prices or information regarding products and/or services
- Obtains information regarding state and county bid pricing
- Ensures proper level approvals of requested equipment, services or supplies
- Enters purchase requisitions or purchase orders including necessary information such as object-organization and commodity codes into current enterprise resource planning (ERP) purchasing system
- Distributes cash equivalents including recording the transactions on appropriate logs
- Fills supply requests from stock
- Monitors inventory levels and initiates requisitions for replacement stock
- Prepares invoices for vouchering/allowances
- Reviews invoice and enters packing slips to ensure match with purchase orders
- Resolves receipt/invoice discrepancies with vendors and agency staffs
- Receives goods, enters receipt of goods in ERP System
- Supplies tax exempt information and credit references as needed
- Provides information regarding purchasing procedures to vendors and agency staff
- Maintains paper and/or electronic filing systems of all correspondence, requisitions, purchase orders, approvals, invoices, and other related purchasing documentation
- Answers inquiries from Agency staff and vendors
- Opens and processes mail, contacts vendors regarding delivery or invoice issues
- Makes decisions regarding best purchasing methods and lowest pricing
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Executive, Legislative, and Other General Government Support
Education Level
High school or GED
Number of Employees
51-100 employees
