The Assistant to the Purchasing Agent assists in every aspect of the requirements under the Uniform Procurement Act (Chapter 30B), Chapter 149 and 149A (Building Construction), Chapter 30 39M (Public Works), and Chapter 7 (Designer Selection), including drafting specifications, preparation of Invitations to Bid, Requests for Proposals, advertising, opening and recording bids and maintaining files.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Include the following; other duties may be assigned.
- Assist Purchasing Agent in drafting of Specifications, Invitations to Bid, Requests for Proposals, advertisements for local newspapers, Central Register, Goods & Services Bulletin, CommBuys.
- Maintain files for all records of purchases and contracts bid through the department for a period of seven years.
- Drafting of all awarded Contracts.
- Obtaining necessary documents required of winning bidders i.e. Insurance Certificates, Performance and Payments Bonds.
- Assist Purchasing Agent and city officers with purchases by providing information required to purchase in accordance with 30B and the Rules and Regulations established by the department.
- Develop standard Contracts for the purchase of goods and services.
- Proof all Purchase Order requests daily through the MUNIS system as a control system for purchases.
- Enter W-9’s into the Munis Software Program
- Plan, oversight and purchase of all office supplies for the various departments in the City’s organizational system.
- Plan, oversight and purchase of postage for City Hall Pitney Bowes machine and all City postage permits, custodial supplies for City Hall, cartridges for fax, printers and copy machines in City Hall.
- Answer questions regarding bids and specifications from vendors bidding on specific items.
- Prepare invoice entry proof list of weekly bills of purchasing department and earnings report for weekly salaries.
- General office work including filing, typing, copying, scanning, record keeping, copying documents requested under Freedom of Information Act, assembling and binding bid documents, making appointments and answering telephone inquiries.
- Knowledge of the Procurement Laws for Municipalities, preferred.
- Certification as a Public Purchasing Official through the Inspector General’s Office (MCCPO), preferred.
- Excellent computer word processing skills, Microsoft excel skills and writing skills.
- Good organizational skills and interpersonal skills as there is a great deal of interaction with all City agencies as well as, the public.
- Must attend and obtain passing grades at the Office of Inspector General’s MCPPO classes for, Public Contracting Overview, Supplies and Services Contracting, and Design and Construction Contracting. These classes must be attended as soon as possible, as Class Schedule permits.
- Must receive MCPPO Certification as soon as possible as Class Schedule and experience permits.
The physical demands 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 regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms. The employee is required to talk or hear.
The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.