Purchasing Assistant
City of Yakima, WAInitial candidate eligibility is based on the job application and any accompanying documentation. It is the responsibility of the applicant to provide sufficient information and details within the body of the application (education and work experience sections) to permit the City of Yakima to properly evaluate the candidate's qualification, abilities and experience as it relates to the requirements of the position. For calculation of experience, one year of experience equals 12 months with a minimum of 173.33 hours per month. Additional required documents must be attached. Resumes are not accepted in lieu of application fields. Overview and Minimum Class Requirements MINIMUM CLASS REQUIREMENTS Any combination of experience equivalent to two years of clerical experience including at least one year of experience in inventory control, direct vendor or contractor contact or purchasing relating to the position. LICENSES, REGISTRATIONS AND/OR CERTIFICATES Must possess and maintain / obtain a First Aid/CPR certificate within six months of appointment. Job Summary Under general to limited supervision performs a variety of responsible, complex clerical and administrative tasks within the Purchasing division. Typical duties include providing general clerical support to Purchasing staff; creating a variety of written documents; resolving complaints and problems; interpreting complex guidelines and regulations; processing requisitions and purchase orders; maintaining the central supply store; reviewing and tracking a variety of contracts and related documents to ensure compliance with state statutes and City policy; and assisting with auctions of surplus property and the local bidding process. Work is performed with considerable latitude and flexibility for exercising independent judgment in making responsible decisions. Work is reviewed by direct observation, customer input, results attained and conferences. Essential Functions Receives, screens, and answers inquiries from the public, vendors, City departments/divisions, contractors and representatives from governmental agencies relating to various aspects of the Purchasing Division either in person, by telephone, paper or electronic communications. Takes messages and complaints and resolves within internal guidelines or refers to appropriate staff. Types a variety of letters, memoranda, reports, requisitions, forms or other documents from notes, drafts or personal composition; proofreads, corrects grammar, spelling, punctuation and ensures documents are in appropriate formats. Reviews files, researches and prepares a variety of specific, special or recurring reports as needed. Recommends new or revised policies or procedures and assists in implementing changes; updates and maintains appropriate policy and procedure manuals. Processes requisitions and purchase orders; issues requisitions within established limits; prepares purchase orders; and may issue emergency purchase orders in the absence of other staff. Reviews and tracks Public Works jobs to ensure contracts reflect Prevailing Wages required by state statute; maintains required documentation for state audit and/or inspection; advises and instructs contractors of state Prevailing Wage requirements and requires appropriate document to ensure compliance with statutes. Maintains files of contractor certificates of insurance and ensures all required contracts provide appropriate and required documentation. Verifies contractors and vendors possess appropriate and current business or contractor’s licenses and that Worker’s Compensation requirements are satisfied. Monitors and interprets applicable state and federal statutes and advises of impact on division operations as necessary. Maintains limited central stores of commonly used items; maintains inventory and places orders with vendors for replacement items as necessary; issues stock from central store as necessary; orders specific items for City users from vendors not prev…