Assistant Buyer

A clerical position responsible for limited purchasing duties, screening and referring telephone calls, greeting the public and vendors, typing, filing, and operation of various office machines.

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ESSENTIAL FUNCTIONS AND DUTIES include the following.  Other duties may be assigned as dictated by operational necessity.

• Verify receipts and invoices for accuracy against Purchase Orders.  
• Audit invoices to process payment by Pcard as authorized or submit to Finance to pay by check.  Resolve problems with invoices.
• Process blanket purchase orders and minimal small dollar purchase orders.
• Manage City's Vendor Systems.  Act as vendor liaison for City.  
• Provide registration assistance to vendors.  Train vendors to use procurement systems.
• Assist in placing solicitation notices on the internet.  Support Procurement staff with vendor/contractor searches for solicitation notices.  
• Process all incoming and outgoing calls. Administrative duties for supporting office functions.
• Provide various monthly reports for submissions to managers and City Manager.
• Greet vendors and visitors and arrange appointments as necessary.
• Maintain vendor Certificate of Insurance
• Copying, faxing, and other clerical duties.
• Assist with disposal of surplus materials and equipment
• Process all incoming and outgoing correspondence.
• Maintain records retention for both paper and database files.
• Assume some Purchasing Agent responsibilities in their absence.

Minimum Qualifications:  To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily.  The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City’s career progression policy.

KNOWLEDGE / SKILLS / ABILITIES:

• Knowledge of office tasks, invoicing and invoice reconciliation practices.
• Knowledge of basic procurement skills preferred.
• Working knowledge of various pieces of office equipment, including personal computer, scanner, copier, fax machine, 10-key calculator, multi-line telephone, etc.
• Knowledge of standard customer relations practices, including answering telephone calls, answering questions, etc.
• Skill in proof-reading documents and making appropriate corrections.
• Skill in the operation of various pieces of office equipment.  Must be able to type 45 words per minute on an office personal computer with minimal errors.
• Ability to articulate clearly both orally and in writing in a professional manner.
• Ability to prioritize and arrange schedules.
• Ability to exercise sound judgment with average supervision and oversight.
• Ability to understand and follow written and verbal instruction, procedures and policies.

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning.
• Three (3) years clerical experience of preferably in a fast-paced office environment
• Any combination of education and experience which provides the requisite mental and communication skills.
• Valid Florida driver's license.

Essential Physical Abilities:

Code:    Constant = 2/3 or more of the time

              Frequent = from 1/3 to 2/3 of the time

              Occasional = up to 1/3 of the time

              N/A = Not applicable

Environmental Conditions:

Code:    Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

Disclaimers:  

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise.

EMERGENCY RESPONSE STATEMENT:

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event.  All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

The City of Punta Gorda is an Equal Opportunity Employer. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, disability, veteran status, marital status, ethnicity, pregnancy, sexual orientation, or national origin.

Disclaimer:   The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.

Salary : $39,374 - $62,982