Department of Administrative Services

Purchasing Assistant (6693CL)

$24.29-$31.66 Hourly / $1,943.34-$2,532.57 BiWeekly /
$50,721.17-$66,100.08 Yearly

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Department of Administrative Services, Procurement Division or other state agency this class is accountable for independently processing routine purchase requests while assisting in the overall preparation and processing of purchase requisitions for equipment, services and materials.

GUIDELINES FOR JOB CLASS USE

This class is a paraprofessional working level and distinguished from lower level clerical positions by its emphasis on independent judgment, decision making and follow through in carrying out routine technical purchasing functions.

SUPERVISION RECEIVED

Works under the general supervision from a Purchasing Officer or other employee of higher grade. Performs basic purchasing tasks independently. Works under closer supervision when performing advanced tasks.

SUPERVISION EXERCISED

May lead lower level clerical employees.

EXAMPLES OF DUTIES

DEPARTMENT OF ADMINISTRATIVE SERVICES, PROCUREMENT DIVISION: Reviews routine agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures; determines need for and obtains clarification or additional information from agencies; coordinates solicitation and return of bid proposals by determining type of bid based on cost (open or advertised), selecting vendors from bidders lists to receive proposals, determining opening dates for bids and ensuring proper turn-around time and typing all required materials in proper format; tabulates bids according to vendors, prices, products offered, delivery dates, etc.; in routine cases or under supervision, reviews bid proposals for accuracy, completeness and compliance with existing specifications and proper purchasing procedures; in routine cases or under supervision determines contract awards; serves as liaison to vendors and agency personnel regarding routine questions and problems, e.g. proper purchasing procedures, specification requirements, etc.; interviews vendors in absence of supervisor in order to receive product information, explains state purchasing procedures or provides information on commodities purchased by the state; maintains and updates vendor lists; assists in identification and review of product trends; prepares and/or types reports and correspondence; may coordinate preparation and issuance of pre-itemized purchase requisitions; may solicit oral bids; may monitor expiration dates of term contracts and prepare extensions; may revise less complex purchase specifications; performs related duties as required.

STATE AGENCY: Reviews all internal purchase requests for accuracy, completeness and conformance to specifications; determines if requested material is under contract or should be purchased by bid; prepares routine purchase requisitions; reviews bid proposals for accuracy, completeness and compliance with existing specifications and proper purchasing procedures; prepares and processes commitment documents, e.g. purchase orders, lease agreements, rental agreements and personal service contracts by determining required information and procedures; selects vendors and obtains quotes as required; reviews quotes for conformance to specifications and other pre-established criteria; assists in recommending contract awards; serves as liaison to vendors and state Bureau of Business Services; prepares reports and issues correspondence as required; may handle routine vendor problems and/or inquiries; may type and file purchasing related documents; may interview salesmen and vendors in absence of supervisor; may maintain minimum and maximum stock levels, update stock catalog or plan stock purchases; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of state purchasing procedures and regulations; knowledge of office systems and procedures; some knowledge of purchasing principles and procedures for large organizations; some knowledge of inventory control procedures; interpersonal skills; oral and written communication skills.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years of clerical work involving purchasing or procurement.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at a technical or complex clerical level. For state employees this is defined as at the level of Office Assistant or Financial Clerk.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months' experience to a maximum of two (2) years.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.

JOB CLASS DESIGNATION

Classified/Competitive

OCCUPATIONAL GROUP

(32)-Purchasing

BARGAINING UNIT

(07)-ADMN CLERICAL (NP-3)

EEO

(5)-Para-Professional

SALARY INFORMATION

CL 17

CANCELLATION CLAUSE

This replaces the existing specification for the same class in Salary Group CL 17 approved effective June 17, 1996. (2009 SCOPE Review)

EFFECTIVE DATE

5/26/2009
CLASS: 6693CL; EST: 7/11/1960; REV: 5/26/2009;