Purchasing Technician

Job Title

Under general supervision, performs technical and clerical work in the operation and support of data entry for the Finance and Purchasing Departments.

- Oversees the City's credit card (P-card) program, Amazon program, and Lowe's Program; operates computer-driven data entry equipment to enter, review, and approve P-card transactions in compliance with policies and procedures and for accuracy and completeness; provides training to P-Card users; and performs audits of P-cards as necessary.

- Maintains vendor files; enters new prospective vendors into computer and reference information to assist the Purchasing Agent and Buyers; updates vendor files as needed.

- Maintains the current release of Purchasing software.

- Maintains all hard copy (paper) files for the division.

- Prepares reports on purchasing activities; maintains bid log; updates as needed.

- Prepares correspondence to vendors and City personnel; investigates differences in invoices and purchase prices; processes payments for the purchasing division.

- Answers telephone and receives inquiries in person; provides information to City employees, vendors and citizens; refers calls to appropriate person.

- Reviews and sorts incoming mail; orders supplies; posts legal notices to electronic bulletin board.

- Uses modern technology to create reports and communication on behalf of Purchasing Division.

- Files Certificates of Insurance from vendors.

- Performs other related duties as required.

Graduation from high school supplemented by college-level course work in business, bookkeeping, or a related field, or one to two years of purchasing and bookkeeping experience; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. College degree preferred.

- Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

- Ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors and giving instruction and direction to co-workers.

- Ability to read a variety of records and reports including invoices, purchase orders, requisitions, correspondence, vouchers, etc.

- Ability to prepare correspondence, purchase orders, requisitions, payment vouchers, lists, and related reports and records, using proper format, and conforms to all rules or punctuation and grammar.

- Ability to apply principles of rational systems.

- Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form.

- Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

- Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to use and interpret purchasing terminology and language.

- Ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals and to interpret graphs.

- Ability to inspect items for proper length, texture, width and shape.

- Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

- Knowledge of modern governmental purchasing principles, methods and procedures.

- Knowledge of the methods and procedures used in preparing requisitions and performing data entry.

- Knowledge of modern office practices and procedures.

- Knowledge of the principles and methods of inventory control and record keeping.

- Ability to use popular computer-driven word processing, spreadsheet and file maintenance programs.

- Ability to work rapidly and accurately with figures.

- Ability to apply and interpret policies and to explain these policies to other employees and vendors.

- Ability to use modern technology and software.

- Ability to recommend software and provide support on software used in purchasing.

- Ability to prepare correspondence and reports for vendors and the City.

- Ability to maintain accurate files, logs and reports for the Purchasing Division.

- Ability to understand and follow oral and written instructions.

- Ability to communicate effectively orally and in writing.

- Ability to exercise tact, courtesy and firmness in frequent contact with vendors and all levels of City personnel.

- Ability to establish and maintain effective working relationships as necessitated by work assignments.