Purchasing Assistant
Position Summary
Performs a variety of clerical duties to assist in purchasing and procurement activities. Ensures accuracy and prudent expenditure of county funds while maintaining compliance with applicable policies and regulations.
Essential Duties and Responsibilities
The following list provides examples of the most typical duties for this position. It may not list all tasks, nor does it encompass all work that may be assigned.
- Assist in receiving, preparing, reviewing, and analyzing purchase requisitions from County departments for the procurement of supplies, materials, equipment, and services; verify accuracy, completeness, pricing, and compliance; learn to approve and sign purchase orders.
- Monitor county procurement and purchasing activities to ensure compliance with policies; interpret and implement policy changes as directed.
- Monitor county-wide purchase order balances and provide timely information to departments; verify availability of funds, correct account codes, and proper vendor selection; provide cost-saving recommendations.
- Assist in determining the appropriate method for soliciting quotes or formal bids.
- Assist with bid processes, including preparing requests for bids, proposals, and other bid invitations; coordinate the solicitation process; participate in bid openings and evaluation processes, analyzing submissions for compliance with standards and requirements; consult with the Purchasing Agent, County Counsel, department heads, or Board of Supervisors as needed for complex or sensitive purchases.
- Prepare, process, scan, and file purchase orders efficiently.
- Prepare reports and maintain organized files and records.
- Confer with department personnel and coordinate with vendors as needed; develop and maintain relationships with suppliers and vendors.
- Maintain updated vendor and supplier lists, including scanning and filing relevant documentation.
- Resolve issues related to shipments, shortages, or changes; communicate policy and procedure updates.
- Maintain confidentiality, professionalism, and effective communication at all times.
- Follow all county policies and state statutes; perform related duties as required.
Minimum Qualifications
Education:
- High school diploma or equivalent.
Mandatory Knowledge, Skills, and Abilities:
- Proficiency in Microsoft Office (Outlook, Word, Excel) and relevant software.
- Ability to operate standard office equipment, perform complex record-keeping, and manage multiple priorities.
- Regular attendance and punctuality are essential.
- Apply sound judgment in the analysis of bids and specifications.
- Express oneself clearly and concisely, both orally and in writing.
- Ability to work under general supervision and prioritize tasks efficiently; demonstrate strong time management, organizational, and problem-solving skills; maintain high attention to detail and follow instructions accurately.
- Establish and maintain effective working relationships with department staff, vendors, and the public; demonstrate the ability to serve the public in a friendly and effective manner; possess knowledge of customer service principles and processes.
Benefits
McClain County offers a comprehensive benefits package, including:
- Paid health, dental, and vision coverage for employees.
- Paid holidays, vacation, and sick leave.
- Retirement plan.
Applications may be downloaded HERE or picked up and submitted at the McClain County Commissioner’s Office. McClain County is an Equal Opportunity Employer.