Administrative Assistant II (Procurement & Purchasing)

This Administrative Assistant II is assigned to the Procurement Division of the City’s Finance Department. The position serves as the Division’s first point of contact and primary front-facing support, performing responsible paraprofessional administrative work to ensure efficient procurement operations. Works under general supervision of the Procurement Manager.

Responsibilities

• Customer Service
  • Serves as the first point of contact to meet, greet, screen in-person and telephone customers and visitors; takes messages or directs visitors appropriately.
  • Provides accurate and appropriate information in response to routine and more advanced inquiries, interpreting department and City policies and procedures.
  • Assists visitors in completing standard forms; may review them for completeness.
  • Monitors department email account and responds to routine requests.
  • May update department website, answer routine correspondence for supervisor, or provide direct support for public events and/or emergency operations.
• Accounting & Purchasing
  • Prepares, verifies, reconciles, and processes a variety of accounting and procurement documents, including invoices, credit card accounts, purchase requisitions, purchase orders, reports, and work orders.
  • Orders, inventories, receives, and/or shelves routine supplies and equipment.
  • Tracks expenditures in appropriate software and compiles data for procurement performance reports, including cost savings reports.
  • May assist in reviewing or writing RFPs and bid specifications for purchase of goods and services.
• Administrative and Clerical Support
  • Prepares, proofreads, and edits memos, letters, reports, forms, and other materials using word processing, spreadsheets, databases, or presentation software.
  • Provides clerical support for the department; takes and posts minutes of meetings.
  • Receives, opens, and sorts mail; distributes packages; may assist with bulk mailings.
  • Prints, collates, and assembles reports/materials for distribution.
  • Coordinates with vendors on maintenance of leased and/or warrantied equipment.
  • Schedules meetings, rooms, and notifies participants; makes travel arrangements for staff, including managing City credit card(s).
  • May operate department-specific computer systems/equipment, maintaining security and training new users.
• Data and Records Management
  • Performs data entry tasks, including updating contract management and procurement systems.
  • Maintains physical and electronic files and records, including contract files, in accordance with record retention requirements.
  • Reviews completed work for accuracy and completeness, including contract records and renewals.
  • May perform inquiries in internal and external databases to identify discrepancies.
  • Assists in collecting and organizing data for reports and surveys; creates tables and drafts reports.
• Human Resources
  • May assist with the hiring process, including scheduling interviews and onboarding new employees.
  • May submit personnel transactions, such as new hire transactions, terminations, or pay changes.
  • May handle time entry tasks, including submitting payroll time entries or verifying electronic timekeeping data.
  • May train staff on departmental and City policies, procedures, and systems.
• General Requirements
  • Responsible for appropriate use and maintenance of City equipment, tools, and resources.
  • Regular and reliable attendance.
  • May be required to respond to Continuity of Operations Plan and/or Emergency Operations Plan activations.
  • Performs additional duties to support operational requirements as assigned.

Requirements

• Education and Experience
  • High School diploma or GED and 2 years of clerical, office administration, and/or accounting experience.
  • OR 4 years of clerical, office administration, and/or accounting experience.
  • OR an equivalent combination of education and experience.
  • Preferred: Academic work in public administration, business administration, management, accounting, or closely related courses.
• Certifications/Licenses
  • Required to successfully pass a pre-employment background check and drug screen.
  • May require obtaining Notary Public after hiring.
• Knowledge, Skills, and Abilities
  • Thorough knowledge of standard office practices, procedures, and equipment.
  • Thorough knowledge of database, spreadsheet, and word processing applications, including graphic presentations.
  • Knowledge of general accounting principles and recordkeeping standards.
  • Intermediate reading skills: ability to read and understand multi-step instructions, financial reports, and reference materials.
  • Intermediate writing skills: ability to write clear reports, business letters, and summaries with proper format and grammar.
  • Intermediate math skills: ability to work with fractions, percentages, ratios, and measurements.
  • Intermediate communication skills: ability to establish effective working relationships and handle stressful or negative interactions with tact.
  • General direction required: follows standard procedures with some discretion in decision-making.
  • Skilled in Microsoft Office Suite, graphics presentations, and department software.
  • Organizational and time management skills, often under strict deadlines.
  • Ability to balance multiple, complex tasks and work effectively in a team environment with constant interruptions.
  • Ability to handle sensitive and confidential information.
  • May require dealing with angry, frustrated, or upset individuals.
• Physical Demands
  • Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds frequently.
  • Ability to communicate information and ideas clearly.
  • Constantly operates a computer and other office equipment.
  • Must occasionally move about inside the office to access files or equipment.
  • Ability to observe details at close range.

Benefits

• Comprehensive benefits package, including:
  • 13 paid holidays plus one floating holiday.
  • Vacation and sick leave.
  • Health insurance with employer contribution.
  • Employer-paid life insurance.
  • Gym membership reimbursement.
  • Tuition assistance and professional development opportunities.
• Retirement Benefits
  • Choice of retirement plan:
    • Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using earnings history, years of service, and age. Includes a 5-year vesting period and requires a 5% employee contribution.
    • Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years. No employee contribution required.
  • Voluntary 457 Deferred Compensation Plan.
  • Eligibility to purchase prior service credit under the Defined Benefit Plan.
  • Portability Agreement available for eligible employees.

Pay

Preferred hiring range: $24.12 - $30.27 per hour ($50,169.60 - $62,961.60 annually). Starting offer is based on applicable education, experience, and internal equity.

Schedule

This is a full-time, non-exempt position.