Purchasing Technician

An employee in this class performs a variety of activities in support of the Purchasing department. Tasks might include preparing and processing Bid/Request for Proposal (RFP), addenda documents, resolutions and contracts/agreements. Employees are also responsible for maintaining accurate records of all procurement-related activities, including vendor files and budget office transmittals (BOTs). Under general supervision, employees are responsible for performing duties of more than average difficulty that require the application of technical knowledge of appropriate legal requirements, rules, regulations, and procedures. Reasonable initiative and independent judgment are required in completion of tasks with a high degree of accuracy and on a timely basis. Considerable tact, diplomacy, and discretion are required in order to work with and gain cooperation from buyers, vendors, and the general public. Work is reviewed through observation, conferences, reports submitted and results obtained.

Prepares Bid/RFP and addenda documents; prepares and mails Bid/RFP notification cards; checks call in logs and mails Bid packages as required; mails vendor applications or directs vendors to web site as needed; sends bid preparation information and bid tabulations to W/MBE Office; assists buyers with formal and informal Bid/RFP openings and with Pre-Bid/Pre-Proposal Conferences.

Prepares weekly bid schedules; prepares and submits advertising, confirming publication of ads; places copies of legal ads in bid files; records and maintains security and receipt of Bids/RFPs; maintains security and records of bid bonds and letters of credit.

Prepares and processes Resolutions and Contracts/Agreements (generally $100,000 and greater); updates and distributes Resolution Log.

Enters BOTs; maintains, updates, and distributes BOT log; maintains records and processes BOTs (generally $5000-99,999).

Acts as Purchasing liaison to Legal Department, City Clerk, Budget (for BOTs), and Mayor's Office; substitutes in Mayor's Office, as requested.

Screens/routes telephone calls and visitors; greets, assists and provides solutions as well as information concerning established policies and procedures to public and/or vendors.

Opens, stamps, sorts and distributes incoming mail to staff; prints, sorts, stamps, and distributes purchase orders; checks E-mail for electronic bid responses; verifies stamp time with atomic time.

Establishes and maintains purchasing/vendor files; establishes new vendor files with commodity listings; performs vendor request adds/changes; maintains records and performs data entry for annual bidder renewal process.

Prepares cash receipts and deposits monies and enters into financial system.

Administers records retention; posts information concerning public meetings; updates and distributes management reports; proofreads own work.

Performs special projects and research tasks as assigned.

Performs related work as required.

Extensive knowledge of: Microsoft Word, Excel and Access; grammar and punctuation.

Considerable knowledge of: procurement principles and practices; procurement policies and procedures and the ability to apply this knowledge; legal requirements, rules, and regulations pertinent to a municipal purchasing; standard office practices and procedures; municipal organizations, programs and policies.

Ability to: understand and follow complex oral and written instructions; work independently and complete activities assigned; establish and maintain effective working relationships with other employees and the public; detect errors, maintain accurate records; conduct research of files and records, and prepare reports; perform basic mathematical calculations.

Skill in: public relations and interpersonal relations.

Graduation from an accredited high school, supplemented by course work in business administration or a related field, and one (1) year of experience in purchasing or a related field; or an equivalent combination of training and experience.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

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