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Purchasing Assistant

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Reviewed Date: November 16, 2017

Original Author: 
MTAS
Date of Material: 
Sep 25, 2002


Subjects:
Purchasing
Personnel--Classification

Purchasing Assistant

Summary: 
Job description for the position of Purchasing Assistant.

Knowledgebase-Purchasing AssistantJOB TITLE: PURCHASING ASSISTANT
DEPARTMENT: 0551 FINANCE (PURCHASING)
EXEMPT
FULL-TIME
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JOB SUMMARY:
Under the general supervision of the Assistant Purchasing Manager, perform information processing for bid documents, the vendor database and the processing of payment documents.
Perform data entry and clerical work; provide assistance to other employees, vendors, and citizens and other related work, as required.
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ESSENTIAL JOB FUNCTIONS:
Sit and enter data on a computer for extended periods of time; use personal computer proficiently using various software such as Microsoft Word 6.0, Microsoft Excel, the Internet, and various internal specialized software on the city network; sort and file in an open shelf, overhead filing system for extended periods of time; generate various reports; answer telephone; communicate effectively and courteously with all co-workers, other employees, vendors and citizens; explain city purchasing policies and procedures; coordinate with accounts payable and information services personnel to solve various payment and/or computer related problems; prepare other correspondence, as needed; assist others with the operation of the fax machine; provide relief on the switchboard; provide back-up for the city telephone system changes/maintenance in the absence of the Purchasing Specialist; prepare various documents for the general and impound/abandoned vehicle auctions; work one Saturday per year at city auction.
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OTHER JOB FUNCTIONS:
Process incoming and outgoing mail, assist others with the operation of department copier.
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REQUIRED EDUCATION, DEGREES, CERTIFICATES, AND/OR LICENSE:
High school diploma.
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EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS:
One year clerical experience and the ability to type at a speed of 40 words per minute. Must have a general knowledge of personal computers preferably with a working knowledge of Microsoft Word software and the Internet. Must have the ability to learn specialized city finance software, as well as specialized purchasing software. Must be capable of working without close supervision, prioritize tasks, communicate effectively verbally and in writing, communicate effectively and courteously with all co-workers, other employees, vendors, and citizens, must work as an effective team member, even when conditions are stressful.

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