HomeMy WebLinkAboutPurchasing AssistantCITY OF IOWA CITY - Job Description
Job Class #04-21 FLSA Non-Exempt
Civil Service
Identification
Position Title: Purchasing Assistant
Department: Finance
Division: Purchasing
Supervisor: Assistant Finance Director
Job Summary
Performs a variety of technical duties involved in the procurement of materials, supplies, services and
equipment for City departments and operations and assist in the planning and scheduling of various
purchasing projects; and perform other related duties as assigned. Procure items at a competitive
price in a time-efficient manner and to provide administrative support work relating to the purchasing
function.
Job Scope
Position is responsible for the purchase of supplies, services and goods; review of methods of
acquisition and preparation of purchase orders and related documentation. Manages the transfer and
sale of surplus equipment and vehicles. Assists Purchasing Agent and Buyers with tasks regarding
vendors, request for bids, request for proposals and request for quotes.
Essential Job Duties and Responsibilities
Addresses questions on Purchasing vendors and centralized City vendor supply accounts from all
City departments and aids City employees, intergovernmental agencies, contractors, vendors and the
public regarding various City procurement policies and procedures.
Maintains up-to-date vendor relationships and customer service with vendors and end users.
Approves and processes user updates to City vendor supply accounts.
Maintains current knowledge of trends and developments regarding governmental purchasing
procedures, regulatory changes and new technologies.
Participates in department trainings and meetings.
Maintains ownership of procurement card and purchases department supplies.
Manages an online software module to create postings, disposal of surplus equipment and vehicles.
Reviews, monitors and performs follow-up of bids and purchases to ensure continued compliance
with bidders and provides direction accordingly to questions.
Coordinates the transfer, sale and removal of sold items with buyer and City staff and maintains
documentation for the sale of equipment.
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Receives and processes incoming department-specific revenue checks and electronic payments.
Acts as point of contact for staff, public and auction representatives.
Provides reports for the application of internal funds for the sale of equipment.
Leads process of chargebacks electronically for City departments on a routine basis by gathering
and calculating copier data into reports for Accounting.
Creates and processes reports to accurately charge back mail and packages to all City
departments.
Directs accounting for costs, updates, machine servicing and repairs for certified mail machine and
conducts training and delivery as needed.
Evaluates and processes certified outgoing mail and small parcels electronically using specialty
software and non-certified mail into appropriate containers for pick up by vendor.
Receives, categories and directs incoming mail and packages within City Hall; arranges for
specialty carrier pickups and deliveries and manages shipping supplies.
Trains employees on purchase requisition entry, contract entry, change order entry and invoice entry.
Enters, posts and distributes purchase orders, contracts and change orders.
Reconciles vendor statements; researches problem invoices; enters payment information for
purchase orders.
Prepares invoices for entry in financial software and configures associated documentation using
PDF editing software for entry into attachment software for City payments.
Trains new employees on usage of purchase cards and reconciliation in financial software.
Requests quotes from vendors providing City-wide supplies and checks and reviews market
sources and vendors to ensure most cost effective and competitive pricing for the purchase of
commodities.
Analyzes costs and savings.
Assists Buyers with contract renewals and related documentation to verify for accuracy and
completeness.
Assists Buyers by proofreading and reviewing bids and request for proposals.
Maintains accurate records of Purchasing’s certificates of insurance through online procurement
software.
Researches and routes incoming certificates to appropriate departments.
Provides language for department manual surrounding duties related to purchasing procedures.
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Assists in providing regular Division updates to intranet.
Prepares periodic financial and statistical reports using internal financial or Microsoft Office software.
Generates and electronically files departmental related reports or documents relating to the
Department’s purchasing functions.
Operates a variety of office equipment including, but not limited to, certified postal machine,
laminator, copier, scanner and specialty printers.
Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace
and community.
Performs other related duties as assigned.
Physical and Environmental Conditions
The physical demands and work environment conditions described here are representative of those
that must be met by an employee to successfully perform the essential functions of this job and are
encountered while performing those essential functions. Reasonable accommodations may be made
to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and hear. The
employee frequently is required to stand; walk; sit; and use hands to finger, handle, or feel. The
employee is occasionally required to reach with hands and arms. The employee must occasionally lift
and/or move up to 25 pounds. Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, and depth perception.
The noise level in the work environment is usually moderate.
Minimum Education, Experience and Certification
High school education or G.E.D. and four to six months of related experience or training; or
equivalent combination of education and experience. Experience in customer service, administrative
and clerical support, or procurement. Must pass criminal background check.
Preferred Education, Experience and Certification
High school education or G.E.D. and seven to twelve months of related experience or training; or
equivalent combination of education and experience. Experience in purchasing.
Knowledge, Skills, and Abilities
Knowledge of generally accepted purchasing principles, established procedures, departmental
guidelines, and regulatory requirements applicable to the work. Ability to understand, follow and direct
written and oral instructions. Ability to proofread purchasing-related documentation, such as:
purchase requisitions, purchase orders, bids, request for proposals, vouchers, and check requests.
Ability to read, update, evaluate and maintain various records and files. Ability to access, operate and
maintain various software applications. Ability to clearly communicate information both orally and in
writing. Ability to perform multiple tasks in an open environment and communicate/relay information
under stressful conditions. Ability to operate basic office equipment, e.g., computer terminals,
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printers, copy machines, telephone systems, facsimile machines, mail scales and other office-based
equipment. Skill in performing routine-to-moderately complex mathematical computations and
tabulations accurately and efficiently, as they relate to purchasing. Skill in establishing and
maintaining effective working relationships with all personnel, departmental personnel and
supervisors, and vendors. Skill in the principles and practices of governmental purchasing
management and analysis.
The above statements are intended to describe the general nature and level of work being performed by
individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties,
and skills required of personnel so classified in this position.