Purchasing Aide - CITY OF HIALEAH : Job Details

SALARY: Range 48 ($33,488.00 - $67,418.00)

DISTINGUISHING CHARACTERISTICS OF WORK

Performs specialized technical and clerical work in assisting in municipal purchasing and contract management, often-involving complex work methods, and techniques. General and specific assignments are received and work is performed with latitude for the use of independent judgment in the selection of work methods and procedures, and is subject to review for compliance with departmental standards and objectives, compliance with all City procurement and payment guidelines and all City Rules and Regulations.

ESSENTIAL EXAMPLES OF DUTIES

The following illustrates examples of some of the essential duties and responsibilities of the Purchasing Aide. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Supervisor.

• Assists with procurement problems within the scope of assigned area.
• Creates purchase requisitions, tracks and receives purchases, prepares and submits invoices for payment, and prepares and submits check requests according to current City procedures.
• Researches and identifies potential suppliers and vendors.
• Tracks and monitors purchase orders to ensure timely delivery and payment.
• Resolves vendor issues and discrepancies.
• Maintains and uses a variety of records and files.
• Monitors and analyzes expenditures by account.
• Creates and maintains tracking spreadsheets as assigned.
• Maintains vendor files complete and current.
• Assists companies in paperwork to become vendors when needed.
• Prepares council letters and resolutions for major purchases.
• Assists in the preparation and maintenance of contract files.
• Tracks contract expiration dates and renewal processes.
• Monitors contract performance and compliance.
• Assists in resolving contract disputes and claims.
• Maintains accurate records of inventory levels and usage.
• Assists in the physical inventory process.
• Place orders for inventory replenishment as needed.
• Compiles formal and informal bid specifications.
• Does research required for obtaining formal bids, schedules delivery dates and affects follow-up procedure on delayed deliveries.
• Completes requests for quotes.
• May train and direct the work of a few manual and clerical assistants.
• Performs other related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of modern office practices, procedures, and equipment.
• Experience in purchasing, procurement, or related field preferred.
• Knowledge of government purchasing regulations and procedures is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to carry out complex oral and written instructions.
• Attention to detail and accuracy.
• Strong organizational and time management skills.
• Knowledge of business arithmetic and English.
• Ability to use complex records and prepare reports.
• Ability to establish and maintain effective working relationships with vendors and other employees.

PHYSICAL REQUIREMENTS

The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties/functions of the position.

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact.
• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, personal computer, calculator, copier, and fax machine.
• Work involves working indoors and outdoors in inclement weather conditions.
• Work involves sitting and standing for long periods of time.
• Work involves frequent typing, walking and bending, lifting and stooping for short periods of time.
• Must be able to lift and/or carry weights of up to 30 pounds.

MINIMUM TRAINING AND EXPERIENCE

• A Bachelor's degree in Business Administration, Marketing, Accounting, or a closely related field; OR
• Any combination of education and experience may be considered. A minimum of four years of professional purchasing experience. (An applicant who has not graduated from college/university may substitute experience in a large store or warehouse which would provide a working knowledge of the usage, quality, and sources of one or more general classes of materials, supplies, or equipment, on a year-for-year basis up to a maximum of two years); AND
• Valid driver license issued by the State of Florida.
• Accreditation from a Public Procurement institution preferred.
• English and Spanish speaking and writing preferred.