Purchasing Agent

internal applicants only

this position is open to regular part‑time and full‑time employees only. Current temporary employees are not eligible to apply.

provides complex and specialized administrative and office support for the risk services division. Performs advanced clerical duties for the division manager as well as the emergency management, workers’ compensation, risk management, general liability, and loss control programs. Requires a thorough knowledge of departmental programs, processes, and procedures; exercises independent judgment and discretion associated with high level administrative work.

• provides administrative and reception support for the risk services division and program managers; organizes and maintains files; distributes mail; develops forms; drafts and finalizes correspondence; schedules and tracks meetings; makes travel plans; distributes information; provides administrative support and assistance to staff.
• responds to inquiries by staff, employees, and the public; provides general and technical information regarding established procedures, policies, and services of program area(s).
• provides confidential administrative support to division manager for collective bargaining and union grievances including assisting in meetings; composing and drafting memos, letters, and other correspondence; editing and revising proposals and contracts; creating reports, graphs, and charts.
• drafts, coordinates, and updates complex documents such as city emergency plan using data provided by city departments and divisions; compiles and evaluates data from various sources to create regular and specialized reports; coordinates updating of office manuals, reports, and processes.
• assists with design, implementation, monitoring, and maintenance of division processes, procedures, and systems; develops, evaluates, and recommends changes and improvements to administrative processes.
• develops and maintains a variety of complex manual and computerized record keeping systems ensuring confidentiality; sets up files, enters data, runs reports, archives files, and prepares written documents as requested.
• orders department of motor vehicle transcripts; maintains auto flag master file; communicates with employees and supervisors regarding changes in employee(s) driving status; maintains commercial driver license (cdl) eligibility database; coordinates with temporary employment agencies on reviewing driving records checks for temporary employees.
• assists with preparation and monitoring of program budget; performs data entry in budget system; prepares budget spreadsheets and reports.
• coordinates division payroll reporting; performs bi‑weekly pay period time entry system application procedures and processing for all staff; prepares and reviews related reports for accuracy; distributes paychecks; performs a variety of financial transactions including purchase orders, petty cash, payments, contract administration, and procurement cards; ensures proper approvals, coding, and records; monitors inventory and orders office supplies.
• provides administrative support for boards and/or committees; prepares agendas and other materials; takes and distributes minutes; prepares reports; compiles and gathers data as required.
• serves as division telephone, training, and travel coordinator.
• supports and respects diversity in the workplace.
• may provide training and assign work to lower administrative employees, temporary employees, and volunteers.
• performs other related duties as assigned.

• principles and practices of excellent customer service and general office operations.
• business english, grammar, spelling, proof‑reading, punctuation, and arithmetic.
• word processing, database, and spreadsheet software.
• standard bookkeeping practices, knowledge of purchasing, personnel action forms (pafs), and contract processes.
• general administrative operation practices and principles, including applicable policies, processes, and procedures.

• perform and prioritize a variety of administrative support duties.
• communicate effectively, both orally and in writing.
• provide…