Human Resources

Purchasing Assistant

DISTINGUISHING FEATURES OF THE CLASS: The work involves duties associated with the operation of an automated purchasing system.  The incumbent works directly with automated systems users and acts as a resource person in all purchasing matters. The incumbent is involved with the competitive bidding process in the purchasing of products and/or services.  Supervision is received from a higher level administrative employee.  Supervision may be exercised over lower level clerical staff.  Does related work, as required.

Works directly with automated purchasing system and system users;
Trains new system users on a continuing basis and acts as a resource individual on purchasing;
Initiates and prepares bids and specifications which lead to purchase contracts for goods and services;
Conducts formal bid openings;
Selects vendors and initiates purchase contracts for materials and/or services;
Recommends substitutes where a savings in costs or improved delivery will result;
Attends conferences or other meetings pertaining to purchasing and related buying activities;
Summarizes bids submitted by suppliers;
Reviews requisitions and purchase orders with departments for clarification;
Prepares payroll, maintain time and personnel records;
Maintain and monitor fixed asset file.

The above examples of duties are intended only as illustrations of the various types of work performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, AND/OR PERSONAL CHARACTERISTICS: Good knowledge of New York State General Municipal Law as related to municipal purchasing; good knowledge of competitive purchasing procedures; good knowledge of ethical and acceptable business practices in dealing with vendors and suppliers; good knowledge of office procedures and practices as related to municipal purchasing; skill in mathematical computation; ability to meet and deal effectively with salespeople and district representatives; ability to effectively use computer hardware/software (ie. word processing and spread sheets); ability to plan and maintain work schedules; ability to train and supervise others; ability to conduct research; ability to communicate both orally and in writing; ability to establish and maintain effective professional relationships; thoroughness; initiative; accuracy; integrity.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderately quiet.

MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma recognized by the NYS Department of Education, AND:

  1. Graduation from a regionally accredited or NYS registered college or university with a Bachelor’s Degree;
  2. Graduation from a regionally accredited or NYS registered college or university with an Associate’s Degree AND two years of experience in purchasing, marketing or buying for a business or government agency, or office management in a business or governmental agency where submitting and/or processing computerized purchase orders and/or fixed assets was an ongoing responsibility; OR:
  3. Four (4) years of experience as defined in B above.