Description

Under direct supervision, the purpose of the position is to assist the administrative functions of purchasing, and coordinate the receiving of commodities and supplies for all departments. Employees in this job classification function at the professional level to maintain vendor relationships for the continuous supply of quality products. Work includes maintaining basic commodity buying, records and reports, weekly and monthly product updates, and product inventory reports.

Examples of Duties

• Assists in the operational functions of purchasing, stocking and distributing commodities and supplies for the City.
• Conducts bids of basic commodity items for Central Stores, utilization existing government contracts.
• Receives and prepares special shipments, UPS and Freight shipments; notifies specific departments of delivery.
• Prepares and submits purchase orders and reorder reports.
• Aids in maintaining vendor relationships for the continuous supply of quality products.
• Maintains records and reports, weekly and monthly product updates, and product inventory reports.
• Maintains active communication with the Purchasing division staff to define required tasks that will support departmental administrative functions.
• Participates in current and new product review to determine appropriate product purchasing, distribution and development.
• Performs administrative support duties, e.g., data entry, and records maintenance.
• Reviews information for product procurement.
• Operates a forklift to stock and retrieve products and supplies from the warehouse.
• Perform inventory and purchasing software conversions as needed.
• Assists supervisor with Fuel Management Systems Operation; import and issue daily fuel transactions from City run fueling locations to various using departments; generate and analyze fuel grade usage reports per State Requirements.
• Assist with and maintain the inventory management system through weekly inventory cycle counts and inventory data analysis.
• Assist with fuel supply and procurement activities; control and monitor bulk fuel system; authorize employee access to fuel pumps, and issue fuel keys.
• Assist with asset tagging new capital assets received for departments.
• Assist with outside auctioneering services to maximize revenues generated from surplus and obsolete property auctions.
• Assist with managing and allocating city property within the mezzanine area.

Typical Qualifications

High School Diploma or GED. Two (2) to three (3) years experience in the administrative support functions of purchasing, accounting, inventory or related field; or an equivalent combination of education, training, and experience.

Supplemental Information

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving.