Purchasing Assistant

About the Role

Under general to limited supervision, performs a variety of responsible, complex clerical and administrative tasks within the Purchasing division. Work is performed with considerable latitude and flexibility for exercising independent judgment in making responsible decisions. Work is reviewed by direct observation, customer input, results attained, and conferences.

Responsibilities

• Receives, screens, and answers inquiries from the public, vendors, City departments/divisions, contractors, and representatives from governmental agencies relating to various aspects of the Purchasing Division.
• Types a variety of letters, memoranda, reports, requisitions, forms, or other documents from notes, drafts, or personal composition; proofreads, corrects grammar, spelling, punctuation, and ensures documents are in appropriate formats.
• Reviews files, researches, and prepares a variety of specific, special, or recurring reports as needed.
• Recommends new or revised policies or procedures and assists in implementing changes; updates and maintains appropriate policy and procedure manuals.
• Processes requisitions and purchase orders; issues requisitions within established limits; prepares purchase orders; and may issue emergency purchase orders in the absence of other staff.
• Reviews and tracks Public Works jobs to ensure contracts reflect Prevailing Wages required by state statute; maintains required documentation for state audit and/or inspection; advises and instructs contractors of state Prevailing Wage requirements and requires appropriate documents to ensure compliance with statutes.
• Maintains files of contractor certificates of insurance and ensures all required contracts provide appropriate and required documentation.
• Verifies contractors and vendors possess appropriate and current business or contractor’s licenses and that Worker’s Compensation requirements are satisfied.
• Monitors and interprets applicable state and federal statutes and advises of the impact on division operations as necessary.
• Maintains a limited central store of commonly used items; maintains inventory and places orders with vendors for replacement items as necessary; issues stock from the central store as necessary; orders specific items for City users from vendors not previously established.
• Receives orders and audits to verify quantity, quality, and amount charged and ensures ordering departments are appropriately charged or billed.
• Maintains vendor files for emergency purchases.
• Prepares appropriate reports as required.
• Issues business credit cards and tracks recipients and length of possession.
• Assists with the preparation for City auctions; makes and distributes auction tags, logs and records items for auction; tracks surplus items entering and leaving storage.
• Assembles bid specification packages and mails them to prospective vendors/bidders; explains the bid process as necessary.
• Assists in bid openings as necessary.
• Requires regular and reliable attendance.

Requirements

• Any combination of experience equivalent to two years of clerical experience, including at least one year of experience in inventory control, direct vendor or contractor contact, or purchasing relating to the position.
• Must possess and maintain/obtain a First Aid/CPR certificate within six months of appointment.

Qualifications

• Knowledge of modern clerical and office management principles, practices, and techniques.
• Knowledge of correct and effective use of letters, memoranda, and other business communications, spelling, punctuation, grammar, and business mathematics.
• 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, and identify alternative or new methods and approaches to service delivery.
• Ability to establish and maintain effective working relationships with employees, vendors, contractors, representatives of regulatory agencies, and the public.
• Ability to operate personal computers using up-to-date word processing, spreadsheet, and specialized software programs, fax machines, copiers, and ten-key accurately and rapidly.

Physical Demands

Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods or standing for a period. Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/fingering while performing duties operating computers. Occasional heavy work includes lifting and carrying up to 50 pounds. Occasionally ascends/descends stairs and ladders while maintaining balance. Constant use of all senses, including feeling/talking/hearing/seeing, while performing duties and communicating with co-workers, the general public, and completing all assigned tasks. Must be able to distinguish color and maintain long-term and short-term memory. May work in remote locations or noisy work areas. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Free healthcare clinic.
• WA State PERS pension plan.
• 2% contribution to a 457 deferred compensation plan.
• Leave accruals: Vacation (starting at 7.67 hours/month), Sick (8 hours/month), Personal holiday (2 days), Observed holiday (11 holidays).
• Up to 5% bilingual/biliterate English/Spanish special pay.
• Life insurance.

Pay: $22.26 - $26.60 Hourly

Location: Yakima, WA

Job Type: Full-time

Department: Finance Division - Purchasing

Opening Date: 10/21/2026

Closing Date: 11/4/2026, 4:00 PM Pacific

Bargaining Unit: AFSCME