Purchasing Assistant
Purchasing Assistant, Petaluma
Job Title: Purchasing Assistant
Petaluma, CA, 94954
United States
- Base Pay: $28.63 - $34.80 / Hour
- Employee Type: Non-Exempt
- Minimum Experience: 1 Year
- Required Degree: 2 Year Degree
- Manage Others: No
Description
Purpose
This position performs varied clerical and administrative work in support of the District’s purchasing activities and assists in the procurement of assigned supplies, equipment, materials, parts, and services.
Description
Under direction, the Purchasing Assistant will perform advanced clerical and technical duties to support departmental administrative or operational activities, with an emphasis on purchasing and contract administration. The position researches, gathers, organizes and prepares purchasing related documents; reviews documents and data for compliance with program requirements; maintains complex files, records, correspondence and other documents; and prepares detailed reports regarding budgetary and funding allocations and expenditures. Incumbents assist senior level staff with assignments and projects in support of the overall goals and activities of the department.
Duties and Responsibilities include, but are not limited to:
Class specifications are intended to present a descriptive list of the range of duties performed by, and minimum requirements required of, employees in the class. Specifications are not intended to reflect all duties performed within the job. SMART reserves the right to determine and amend job responsibilities.
- Assists staff in a variety of professional and administrative duties.
- Provides advanced clerical and technical administrative support to the purchasing and contracting process; modifies established templates and formats to prepare a variety of purchasing-related documents and correspondence including requests for bids/proposals, contracts, renewals, requisitions, purchase orders, proposals, agreements, and correspondence.
- Proofreads documents for accuracy, completeness, and compliance with purchasing policies, procedures and requirements; coordinates administrative approval processes.
- Coordinates with departments to obtain scope of work and other required information.
- Creates and maintains potential bidder lists; drafts and publishes IFB/RFP documents and sends to requestors; attends and takes minutes/notes at various bid-related conferences and related meetings; prepares and distributes addenda and project changes as requested.
- Supports the vendor selection and contract preparation process; develops bid-related evaluation packets and forms; verifies submission of required documents and vendor references/qualifications; coordinates with departmental, legal and other parties to ensure technical contract correctness.
- Monitors contract renewal dates and initiates the renewal process based on expiration date and procedural requirements; coordinates with departments to confirm renewal terms and funding plans; drafts renewal documents for approval by management; obtains signatures and distributes final documents.
- Performs contract closing processes.
- Prepares written and statistical reports as requested.
- Operates modern office equipment.
- Uses specialized software to create reports, drawings, forms, etc. for assigned department, including Microsoft Word, Excel and PowerPoint.
- Performs other duties as assigned.
Requirements
Qualifications, Skills, Knowledge, and Abilities
Minimum Qualifications/Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
- An Associate’s Degree which included completion of college level courses in business, public administration, contract law or a related field. Additional position-related experience may be substituted on a year-per-year basis in lieu of college requirement. High school diploma or GED required.
- Experience – a minimum of one (1) year of full-time purchasing, contracts or related experience.
- Transit or public agency experience is desirable.
- Possession of a valid California Driver’s license or the ability to obtain one within sixty (60) days of employment.
Knowledge of:- Contract principles and administration procedures.
- Technical principles practices and procedures common to public administration including budgeting, records management and purchasing.
- Technical processes pertaining to accounting, purchasing and data maintenance.
- Basic laws and regulations applicable to the area of assignment.
- Standard office practice and procedures including filing and retrieval systems, correspondence formats, and the operation of standard office equipment.
- Standard office computer operation and software packages.
- Strong communication skills (both verbal and written).
- Correct English language usage including grammar, spelling and punctuation.
- Intermediate mathematics; including percentages and intermediate statistics.
Ability to:- Draft and revise a variety of contract documents utilizing clear, precise and detailed language.
- Evaluate, interpret and apply policies, regulations and requirements as they apply to technical administrative activities.
- Coordinate and perform technical administrative duties in a manner that complies with applicable laws, regulations and policies.
- Interpret and apply policies, procedures, and Federal and/or State regulations to comply with program or project reporting requirements and organize data into functional reports.
- Use independent judgment and prioritize multiple tasks.
- Establish and maintain effective working relationships within the District and with other agencies, suppliers, vendors and the public.
- Understand and carry out oral and written instruction and direction.
- Select, interpret and explain regulations and procedures to others.
- Work independently in performing assignments and in resolving problems and deviations.
- Produce a variety of material to include graphs, charts, statistical statements, specifications, purchase orders, reports and standardized forms.
- Review and screen documents for minimum qualifications and other requirements.
Summary- Hourly Rate: $28.63 - $34.80
- FLSA Status: Non-Exempt
- There is a 12-month probationary period following appointment to this position.
- A thorough background check will be required including, but not limited to: current and past employers, personal contacts, education verification. A credit report will be required for positions covered under Labor Code 1024.5. (A complete list of background check documents will be provided upon request).
- A pre-employment physical, including a urinalysis drug screen, will be required
- SMART is a drug-free workplace. All employees will be expected to behave in accordance with this policy.
Sonoma-Marin Area Rail Transit is an Equal Opportunity Employer