POSITION DESCRIPTION
TITLE:
FLSA STATUS:
Purchasing Systems Assistant
Non-Exempt
CATEGORY:
GRADE:
Classified
D
JOB SUMMARY: Provide resources in the areas of database training, transaction processing, and the
reports associated with purchasing transactions.
ESSENTIAL FUNCTIONS:
YEARLY
PERCENT OF
TIME
45%
1.
Researches and identifies database system related needs, trouble-shoots financial
database related problems or issues pertaining to all purchasing transactions.
Communicates with Information Technology staff, as needed, suggests solutions
and ensures corrective action is taken to resolve system problems. Verifies set
up of vendor master meets systems requirements as well as purchasing related
standards. Coordinates the printing of all required purchasing related reports.
Responsible for training departmental personal financial database system.
2.
Reviews, analyzes, insures completeness, processes, and distributes all purchasing
related transactions to include requisitions, purchase orders, change orders, and
order cancellations. Ensures interested parities receive all required information for
accurate transaction processing.
30%
3.
Serves as a point of contact for the Purchasing Department regarding purchasing
related issues.
10%
4.
Responsible for coordinating year-end closing with the Accounting Department.
Works with Purchasing, Shipping and Receiving, Accounts Payable, and
Information Technology staff to ensure integrity of purchasing transactions is
carried into the next fiscal year.
10%
5.
Serves as a back-up to the Purchasing Assistant in the bid processing, issuing
advertisements to newspaper, logistical arrangements for bids, organizing of bid
packets, participates in bid openings and evaluation by documenting activities that
occur during the bid process. Serves as a back-up in maintaining departmental
web page.
5%
REPORTING RELATIONSHIP: Director, Purchasing and Contract Services
SUPERVISORY RESPONSIBILITIES: None
BUDGET RESPONSIBILITIES: None
ESSENTIAL QUALIFICATIONS:
Effective 7/1/02
Revised 2/23/05
Page 1 of 2
EDUCATION: Associates Degree or equivalent
EXPERIENCE: Two (2) years
CERTIFICATIONS/LICENSURES: None
SPECIAL SKILLS AND ABILITIES:
1.
Skills/Abilities: Good analytical skills and the ability to communicate effective (oral and
written).
2.
Equipment Used: Personal Computer, fax, telephone, copier, and other equipment
associated with an office environment.
3.
Software Used: A variety of word-processing, spreadsheet, database, e-mail, and presentation
software.
PHYSICAL REQUIREMENTS:
Duties require little physical effort in work with light (up to 10lbs), easy to handle materials.
Duties performed causes light fatigue of eyes, fingers, or other faculties due to long periods of
standing, sitting, and/or repetitive motion.
INTERPERSONAL SKILLS:
Alternative or combined skills in understanding people are important in achieving job objectives,
causing action, understanding others, or changing behavior; and, skills of persuasiveness or
assertiveness, as well as sensitivity to the point of view of others.
WORKING CONDITIONS:
Job is performed in general office or comparable working area with occasional distractions such as
noise, interruptions, or congested work areas with exposure to some disagreeable elements.
Effective 7/1/02
Revised 2/23/05
Page 2 of 2