JOB DESCRIPTION

 

 

JOB TITLE:  Purchasing Assistant

 

MAINTENANCE REVIEW DATE:  May 1994

 

ORG/POS #: 

 

JOB OBJECTIVE:  To provide informal purchasing services to obtain equipment and supplies for the City of Little Rock and to perform related clerical functions.

 

ACCOUNTABILITY:  Receives general supervision from the Purchasing Agent.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Processes informal bid requests ($750-$5000) as required for compliance with city ordinances and state and federal law; selects vendors to receive bid notices.

 

2.         Determines the lowest bidder and makes recommendation for awards of informal bids to $5000.

 

3.         Approves special purchases and selects vendor based upon market knowledge at own discretion for up to $1,000.

 

4.         Reviews purchase orders and invoices to ensure that the information needed by Accounting for the LGFS system is present and correct for proper payment.

 

5.         Compares invoices with purchase order/requisition to ensure quotation price corresponds with the actual price being billed to the City; notes any reasons for discrepancy from quotation price.

 

6.         Compiles monthly Use Tax records data.

 

7.         Maintains a petty cash fund; reviews receipts to ensure proper information is submitted and reimburses petty cash as necessary.

 

8.         Computes copier usage charges to be billed to various City departments.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Utilizes computer to type bids from information on purchase requisitions; obtains the Purchasing Agent's approvals and assigns bid numbers.

 

2.         Mails Invitation to Bid forms to each vendor on the vendors list.

 

3.         Types purchase fact sheets, tabulation sheets, correspondence and departmental and division reports, utilizing a microcomputer.

 

4.         Types or enters purchase orders into a computer; obtains Purchasing Agent's approval and distributes to the appropriate department.

 

5.         Types newspaper advertisements for formal bids and ensures the newspaper receives the ads.

JOB TITLE:  Purchasing Assistant

JOB DESCRIPTION - CONTINUED

 

 

6.         Attends bid openings, records bid totals and makes copies of bids as required.

 

7.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB SPECIFICATION

PURCHASING ASSISTANT

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in purchasing equipment and supplies for the City through the informal bid process and telephone quotations and in related clerical functions.

 

MAINTENANCE REVIEW DATE:  May 1994

 

EXAMPLES OF WORK: (Illustrative)

 

Processes informal bid requests ($750-$5000) as required for compliance with city ordinances and state and federal law; selects vendors to receive bid notices.

 

Determines the lowest bidder and makes recommendation for awards of informal bids to $5000.

 

Approves special purchases and selects vendor based upon market knowledge at own discretion for up to $2,500.

 

Reviews purchase orders and invoices to ensure that the information needed by Accounting for the LGFS system is present and correct for proper payment.

 

Compares invoices with purchase order/requisition to ensure quotation price corresponds with the actual price being billed to the City; notes any reasons for discrepancy from quotation price.

 

Compiles monthly Use Tax records data.

 

Maintains a petty cash fund; reviews receipts to ensure proper information is submitted and reimburses petty cash as necessary.

 

Computes copier usage charges to be billed to various City departments.

 

Utilizes computer to type bids from information on purchase requisitions.

 

Mails Invitation to Bid forms to each vendor on the vendors list.

 

Types purchase fact sheets, tabulation sheets, correspondence and departmental and division reports, utilizing a microcomputer.

 

Types or enters purchase orders into a computer.

 

Types newspaper advertisements for formal bids.

 

Attends bid openings, records bid totals and makes copies of bids as required.

 

Performs other related duties as required.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

 

Good knowledge of the principles and practices of purchasing.

JOB TITLE:  Purchasing Assistant

JOB SPECIFICATION - CONTINUED   

 

 

Good knowledge of the markets, market prices, and availability of products.

 

Good knowledge of standard office practices and procedures.

 

Some knowledge of the legal requirements relating to public purchasing.

 

Some knowledge of the rules and regulations governing purchasing contracts.

 

Skill in the use of a computer terminal.

 

Skill in the use of a 10-key calculator.

 

Skill in the operation of a microcomputer, utilizing word processing, spreadsheet or data base software.

 

Ability to maintain accurate records.

 

Ability to compile data and prepare reports.

 

Ability to perform basic mathematical computations with speed and accuracy.

 

Ability to understand and follow written and oral instructions.

 

Ability to acquire all necessary information pertinent to the purchase and delivery of material.

 

Ability to evaluate and assess purchasing specifications to ensure quality, timely delivery, and effectiveness of products to be purchased.

 

Ability to communicate tactfully and effectively, both orally and in writing, with vendors and city employees.

 

ACCEPTABLE EXPERIENCE AND TRAINING:

 

Completion of high school, supplemented by some college level course work in Business Administration or a related field; at least one year of experience in purchasing or a related area; at least one year of general clerical experience; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

JOB TITLE:  Purchasing Assistant

JOB SPECIFICATION - CONTINUED   

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)		ü
Carrying (lbs.)		ü
Stooping, Bending		ü
Kneeling, Squatting		ü
Walking		ü
Standing		ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel		ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)		ü
Eye-Hand Coordination		ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)		ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü