Purchasing Representative

Purpose of Job

The purpose of this position is to provide administrative and clerical assistance in the purchasing of goods and services on behalf of the GLC.

Essential Duties and Responsibilities

The following duties are normal for this job.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

Performs general administrative office functions as needed including, but not limited to: answering the phone, taking and distributing messages, stamping, sorting and distributing mail and making copies, creating department spreadsheets, product research on current and upcoming purchases, etc.

Maintains accurate, orderly and efficient files of correspondence, bids, purchase orders, etc.

Maintains Microsoft Access database of vendors, purchase requisitions, purchase and blanket purchase orders.

Maintains Microsoft Excel database of all orders and purchases for previous and current fiscal year.

Provides assistance, instructions and information to GLC departments, vendors and prospective vendors on GLC purchasing policies and procedures.

Assist with processing GLC Requests for Quotation (RFQ’s), Request for Information (RFI’s) and Request for Proposal (RFP’s) to vendors and qualified interested businesses.

Tracks and controls purchase requisitions and purchase order shipment(s) between the GLC mail center and vendors to ensure expeditious processing and procurement of the required goods and services.

Provides timely assistance and appropriate information to all GLC departments to meet purchasing and budgetary needs.

Responds to questions, complaints and requests for information by telephone, in person or by mail from citizens, employees, etc.

Prepares, maintains and updates files and logs following prescribed procedures.

Request and maintain E-verify documentation for all service providers with contracts $2,500.00 and over.

Facilitate in the disposal of corporate assets including completion of Asset Disposal forms.

Assist with providing procurement metrics for management review.

Work with GLC Cash Manager and Accounts Payable with setting up ACH/EFT payees.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma (or GED) required, Associate or Bachelor’s degree in Accounting, Business Administration or related field preferred.  A minimum of two (2) years of purchasing/procurement experience and working knowledge of Microsoft Office (Word and Excel) is required.  Any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job may be substituted for required years of experience.