Purchasing Assistant

City of Yakima•Yakima, WA

About The Position

Under general to limited supervision, performs responsible, complex clerical and administrative tasks in the Purchasing division. The role provides clerical support to Purchasing staff; prepares written documents; resolves complaints and problems; interprets guidelines and regulations; processes requisitions and purchase orders; maintains the central supply store; reviews and tracks contracts and related documents for compliance with state statutes and City policy; and assists with surplus-property auctions and the local bidding process. The position provides considerable latitude and flexibility to exercise independent judgment in making responsible decisions. Work is reviewed through direct observation, customer input, results attained, and conferences. Initial eligibility is evaluated from the application and accompanying documentation. Applicants must provide sufficient education and work-history details in the application fields; resumes are not accepted in lieu of those fields. Required additional documents must be attached. For experience calculations, one year is 12 months with a minimum of 173.33 hours per month. The appointee must possess and maintain, or obtain within six months of appointment, a First Aid/CPR certificate.

Requirements

Any combination of experience equivalent to two years of clerical experience, including at least one year in inventory control, direct vendor or contractor contact, or purchasing related to the position.
Possess and maintain, or obtain within six months of appointment, a First Aid/CPR certificate.
Knowledge of modern clerical and office-management principles, practices, and techniques; business communications; spelling, punctuation, grammar, business mathematics; and modern filing and record-keeping systems.
Knowledge of manual and automated inventory-control procedures and methods, office-supply materials, and purchasing processes and procedures.
Ability to understand and execute complex oral or written instructions, anticipate departmental requirements, identify alternative or new service-delivery methods, and exercise independent judgment to resolve problems and perform duties.
Ability to establish and maintain effective working relationships with City employees, vendors, contractors, regulatory-agency representatives, and the public, and to communicate effectively orally and in writing.
Ability to operate personal computers using current word-processing, spreadsheet, and specialized software, as well as a fax machine, copier, and ten-key accurately and rapidly.
Ability to meet the physical demands described, including occasional lifting and carrying of up to 50 pounds and occasionally ascending or descending stairs and ladders while maintaining balance.

Responsibilities

Receive, screen, and answer inquiries from the public, vendors, City departments and divisions, contractors, and government-agency representatives in person, by telephone, and through paper or electronic communications; take messages and complaints, resolve them within internal guidelines, or refer them to appropriate staff.
Type, compose, proofread, and correct letters, memoranda, reports, requisitions, forms, and other documents, ensuring appropriate format and correct grammar, spelling, and punctuation.
Review files, conduct research, and prepare specific, special, or recurring reports as needed.
Recommend new or revised policies and procedures, assist with implementing changes, and update and maintain policy and procedure manuals.
Process requisitions and purchase orders, issue requisitions within established limits, prepare purchase orders, and potentially issue emergency purchase orders when other staff are absent.
Review and track Public Works jobs to ensure contracts reflect state-required Prevailing Wages; maintain documentation for state audits or inspections; and advise and instruct contractors on requirements and compliance documentation.
Maintain contractor insurance-certificate files and verify that contracts contain required documentation.
Verify that contractors and vendors have appropriate, current business or contractor licenses and satisfy Worker’s Compensation requirements.
Monitor and interpret applicable state and federal statutes and advise on their impact on division operations.
Maintain inventory of commonly used central-store items, order replacements, issue stock, and order specific items for City users from new vendors.
Receive orders and audit quantity, quality, and charges; ensure ordering departments are charged or billed appropriately.
Maintain vendor files for emergency purchases and prepare required reports.
Issue business credit cards and track recipients and possession periods.
Assist with City auctions by preparing and distributing tags, logging and recording auction items, and tracking surplus items entering and leaving storage.
Assemble bid-specification packages, mail them to prospective vendors or bidders, explain the bid process as needed, and assist with bid openings.
Maintain regular and reliable attendance and perform other related duties as necessary.