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Home My WebLink AboutPurchasing AssistantUpdated: March 2024 CITY OF IOWA CITY – JOB DESCRIPTION Posi�on Title: Purchasing Assistant Department: Finance Division: Purchasing Supervisor: Assistant Finance Director FLSA: Non-Exempt Civil Service: Yes Pay Grade: 4 Job Number: 0421 Job Summary Performs a variety of technical du�es involved in the procurement of materials, supplies, services and equipment for City departments and opera�ons and assist in the planning and scheduling of various purchasing projects; and perform other related du�es as assigned. Procure items at a compe��ve price in a �me-efficient manner and to provide administra�ve support work rela�ng to the purchasing func�on. Essen�al Job Du�es and Responsibili�es The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Addresses ques�ons 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 rela�onships, supply accounts, and customer service with vendors and end users. • Maintains current knowledge of trends and developments regarding governmental purchasing procedures, regulatory changes and new technologies. • Par�cipates in department trainings and mee�ngs. • Manages an online so�ware module to create pos�ngs, disposal of surplus equipment and vehicles. • Reviews, monitors and performs follow-up of bids and purchases to ensure con�nued compliance with bidders and provides direc�on accordingly to ques�ons. • Coordinates the transfer, sale and removal of sold items with buyer and City staff and maintains documenta�on for the sale of equipment. • Receives and processes incoming department-specific revenue checks and electronic payments. • Leads process of chargebacks electronically for City departments for copier, mail, and packages. • Receives, categorizes, and directs incoming and cer�fied outgoing mail and packages within City Hall; arranges for specialty carrier pickups and deliveries and manages shipping supplies, arranges for machine servicing for cer�fied mail. Updated: March 2024 • Trains employees on usage of purchase cards, purchase requisi�on entry, contract entry, change order entry and invoice entry. • Reconciles vendor statements; researches problem invoices; enters change orders, enters invoices for payments. • Requests quotes from vendors providing City-wide supplies and checks and reviews market sources and vendors to ensure most cost effec�ve and compe��ve pricing for the purchase of commodi�es. • Assists Buyers with proofing, contract renewals and related documenta�on to verify for accuracy and completeness. • Maintains accurate records of Purchasing’s cer�ficates of insurance through online procurement so�ware, routes to cer�ficates to appropriate departments. • Provides language for department manual surrounding du�es related to purchasing procedures. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs other related du�es as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school educa�on or G.E.D. and four to six months of related experience or training; or equivalent combina�on of educa�on and experience. Experience in customer service, administra�ve and clerical support, or procurement. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • High school educa�on or G.E.D. and seven to twelve months of related experience or training; or equivalent combina�on of educa�on and experience. Experience in purchasing. Knowledge, Skills, and Abili�es • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. • Ability to clearly communicate informa�on both orally and in wri�ng. • Ability to deal with problems involving a few concrete variables in standardized situations. • Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines, mail scales and other office-based equipment. • Ability to perform mul�ple tasks in an open environment and communicate/relay informa�on under stressful condi�ons. • Ability to proofread purchasing-related documenta�on, such as: purchase requisi�ons, purchase orders, bids, request for proposals, vouchers, and check requests. • Ability to read, update, evaluate and maintain various records and files. • Ability to reliably and predictably carry out duties. Updated: March 2024 • Ability to understand, follow and direct writen and oral instruc�ons. • Ability to write simple correspondence. • Knowledge of generally accepted purchasing principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work. • Skill in establishing and maintaining effec�ve working rela�onships with all personnel, departmental personnel and supervisors, and vendors. • Skill in performing rou�ne-to-moderately complex mathema�cal computa�ons and tabula�ons accurately and efficiently, as they relate to purchasing. • Skill in the principles and prac�ces of governmental purchasing management and analysis. • Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word, Excel, Outlook). Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with Updated: March 2024 disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Nicole Davies, Finance Director (4/2024) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________