Purchasing Assistant

About the role

The Purchasing Assistant position is responsible for performing a variety of technical clerical tasks to assist professional purchasing staff in the compilation, typing, review, and monitoring of contracts, including specifications and bidding procedures. This role acts as a liaison between purchasing personnel, agency department personnel, vendors, and the public regarding general information related to contracts and contract procedures.

Responsibilities

• Tracks and maintains contract expiration dates for software purchases and criteria for renewal of subscription;
• Maintains a directory of vendors, software subscriptions, and related files;
• Reviews requisitions and licenses subscriptions with departments and districts;
• Creates orders in procurement software system;
• Sums up quotes and pricing submitted by vendors;
• Contacts vendors and initiates renewal processes for software;
• Initiates and drafts correspondence with departments regarding extending or canceling software subscriptions;
• Communicates with vendors regarding software subscriptions that are being canceled or extended;
• Compiles pertinent information and types notices to concerned departments advising them of contract terms;
• Maintains various software asset files;
• Organizes and types specifications into standard format for contracts;
• Maintains files and related records for contracts and agreements;
• Performs miscellaneous data entry as required.

Requirements

• Knowledge of contract documents, specification content;
• Able to compile narrative and/or numeric data into an appropriate format;
• Able to learn and utilize a variety of multiple software programs;
• Able to understand and interpret written material;
• Able to maintain and organize files and related records;
• Able to communicate both orally and in writing;
• Able to create and maintain effective working relationships with department heads and vendors;
• Able to prepare complete and accurate reports and statements;
• Able to work in an organized way;
• Able to work independently and as part of a team;
• Attention to detail;
• Accuracy;
• Physical condition commensurate with the demands of the position.

Qualifications

• EITHER: Possession of an Associate’s Degree, or higher, in Administrative Professional, Business Administration, Office Technology, Secretarial Science, or a closely related field, AND one (1) year of full-time paid clerical experience, or its part-time equivalent, which included purchasing, requisitioning, and/or bidding activities;
• OR Graduation from high school or possession of a high school equivalency diploma AND three (3) years of full-time paid work experience, or its part time equivalent, as described in (1) above;
• OR An equivalent combination of education and experience as defined by (1) and (2) above.

Skills

None specified in the job posting.

Benefits

None specified in the job posting.

Pay

$38,376.00 - $41,972.33

Schedule

Not specified in the job posting.