What are the responsibilities and job description for the Purchasing Assistant position at KENAI PENINSULA BOROUGH?
Under the general direction and supervision of the Purchasing and Contracting Director, the Purchasing Assistant supports the Purchasing and Contracting department in the areas of procurement and purchasing activities, property disposal, and other administrative support as needed.
High school diploma or GED; combination of four years of purchasing support and administrative experience, with a minimum of one of these years supporting purchasing functions; type minimum of 40 wpm; proficient in 10-key calculator skills; proficient in personal computer (Word/Excel) applications; professional experience in bookkeeping and basic accounting. Must possess strong written and verbal communication skills; ability to work with a minimum degree of supervision and make independent judgments and decisions; ability to occasionally transport heavy loads. This position requires a valid Alaska driver's license to perform all job functions, which must be maintained at all times.
Preferred Knowledge and Experience:
One to three years of purchasing experience or performing administrative duties in support of purchasing or project management departments.
Examination: Typing and 10-key test as required to show proficiency.
Preferred Knowledge and Experience:
One to three years of purchasing experience or performing administrative duties in support of purchasing or project management departments.
Examination: Typing and 10-key test as required to show proficiency.
1. Acts as liaison between the purchasing and contracting department head, department employees, borough departments, and public in activities regarding borough procurement and purchasing policy (including proposal/bidding procedures), and other financial administrative procedures.
2. Relieves department head of varied office and administrative details and acts as confidential assistant. Recommends appropriate actions or necessary adjustments to potential problems. Reads and routes incoming mail. Answers routine correspondence and handles requests when appropriate.
3. Monitors purchases from input of requisitions through receipt of merchandise to payment of invoices. Surveys vendors for competitive pricing, availability, delivery time, and quality of merchandise. Processes purchases utilizing Cooperative Purchasing Agreements, Joint Bid Cooperatives with various governmental agencies.
4. Works with various borough departments, divisions and service areas in developing and reviewing solicitations, through Requests for Proposals (RFPs), Requests for Information (RFIs), Invitations to Bid (ITBs) and Requests for Quotations (RFQs).
5. Assists and performs all aspects of procurement formal and informal process including of assembling contract document, award recommendations and preparation and distribution of purchase orders. Assists in the preparation of ordinances, resolutions, and memoranda to assembly in accordance with borough ordinances and statutes.
6. Assists in development of new opportunities for competitive purchasing, cost savings and quality improvement by studying price trends and market conditions; keeps well informed of source-of-supply and new product developments.
7. Provides requested information on bids or proposals to contractors/vendors or directs them to proper department/service areas. Acts as contact point for written questions or requests for clarification, coordinates answers with project manager(s), prepares addendum to be distributed.
8. As designated by the department head, coordinates borough auction of surplus property activities and maintains the records related to the auction.
9. Monitors construction accounts and activities, which includes maintaining various project statuses for ongoing major/minor capital projects. Reviews and processes invoices. Monitors costs through purchase orders and billings. Assists in budgeting and reconciles figures with finance department. Monitors grant requirements compliance.
10. As designated by the department head and in accordance with borough purchasing code, assists in overseeing the disposal of surplus tangible property, including oversight of auctions, sealed and online auctions; finalizes sale proceeds and distribution of proceeds to appropriate areas.
11. Responsible for vehicle licensing and titling for all departments and service areas. Maintains current vehicle titles, listing of all vehicles and notifies the Risk and the Finance Departments of changes/additions.
12. Coordinates a variety of administrative activities including department web page.
Other Functions:
1. Other related duties as assigned.
2. Performs duties of Administrative Assistant – contracts in their absence or as required by department head.
While performing the duties of this job, the employee is frequently required to communicate orally and to use hands and fingers dexterously to operate office equipment; regularly required to sit; and occasionally required to stand, walk, and reach with hands and arms. The employee must frequently transport 30 pounds and occasionally transport up to 60 pounds. Specific vision abilities required include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.