Job Description

Overall Job Objective

Description

JOB CLASSIFICATION SUMMARY 

Performs entry level purchasing duties while procuring a wide variety of items, including materials stocked in the Town supply areas, services, equipment, and other items as needed; administers the Town’s purchasing card program; assists with documentation and correspondence related to solicitations and contracts; performs related work as required.


DISTINGUISHING CHARACTERISTICS

Incumbents are expected to possess a general knowledge of transactional work standards and exercise independent judgment in the disposition of their daily activities. This classification differs from the Procurement Officer class by handling various paraprofessional assignments and requiring less technical knowledge and experience.  This class receives general supervision from a purchasing supervisor, and/or the Procurement Administrator who reviews completed work for accuracy, adherence to department policies and procedures, and overall results achieved.  This class is FLSA non-exempt.

Examples of Duties

The following are intended to describe core work functions of this classification.  While the level and broad nature of essential duties may not change, specific work tasks will vary over time depending on the Town’s needs. 

  • Administers the Town’s procurement card ("p-card") program including issuing cards, canceling cards, training Town staff, reviewing p-card purchases, auditing p-card documentation submitted by Town staff, analyzing spending patterns, and recommending improvements to the Town’s processes and internal controls.
  • Monitors supplies and professional services requisitions, and issues purchase orders;
  • Monitors the Town’s purchasing activities related to office supplies, cell phones, general services, and e-commerce to include training of end users on ordering and tracking methods; assists departments with receiving and setting up new technology as necessary;
  • Finalizes bid, proposal, and quote packages for procurement officers; completes information to be mailed to vendors and to newspapers for advertising; monitors vendors’ insurance information and certificates to assure adequate coverage according to related contracts;
  • Provides assistance to Town staff and vendors with purchasing and financial software problems and issues;
  • Purchases a wide variety of materials and supplies for the Town; obtains quotes for such items and places orders; 
  • Meets with vendors and inspects sample products; purchases items based on quality and competitive pricing;
  • Reviews requisitions to assure purchase of correct commodity or service;
  • Issues informal requests for quotes and bids; reviews and analyzes results and makes  recommendations;
  • Performs all work duties and activities in accordance with Town policies, procedures, and safety practices;
  • Performs other duties as required and assigned;
  • Works with others to develop and maintain office forms and procedures; 
  • Cross-trains and provides backup to related positions;
  • Maintains harmony among workers and resolves grievances. 

Typical Qualifications

Education and Experience:  

  • High school diploma or GED equivalency; 
  • Two (2) years specialized coursework in accounting, bookkeeping and/or procurement;
  • Three to Five (3-5) years’ experience in contract administration, purchasing, vendor management, procurement card, accounting, finance, or a closely related field; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job;
  • Municipal experience preferred.

 

LICENSING/CERTIFICATION REQUIREMENTS

  • Driver’s License;
  • Professional certification as a Certified Public Purchasing Buyer (CPPB), NIGP Certified Procurement Professional (NIGP-CPP), or Certified Professional in Supply Management (CPSM) is preferred


KNOWLEDGE

  • Knowledge of standard office practices and procedures.
  • Knowledge of computer software including word processing, spreadsheet and database applications.
  • Knowledge of accounting practices and records management techniques.
  • Knowledge of purchasing methods and procedures including buying, inspection, and shipping methods;
  • Knowledge of sources of supply and of markets and price trends;
  • Knowledge of procurement card program policies, practices, and internal controls; 
  • Applicable Federal, state and local laws, codes, ordinances, rules and regulations;
  • Contract law and the methods, procedures and practices used in contract administration;
  • Methods, policies, and procedures involved in purchasing Public Works and/or Utilities construction and A/E Services; 


SKILLS

  • Skill and flexibility in adapting flexibility to changing conditions and situations in the work environment.
  • Skill in both oral and written communication.
  • Skill in providing courteous and efficient service to the public.
  • Apply proper descriptive terminology or specifications to requisitions for commodities and services;
  • Obtaining bids and purchase a variety of materials for the best product for the best price;
  • Making accurate arithmetic computations to obtain precise information;
  • Operating standard office equipment, including a personal computer using program applications appropriate to assigned duties;
  • Learning and using new, complex software applications specific to tracking and placing orders;
  • Performing a wide variety of duties and responsibilities with accuracy and speed under the pressure of time sensitive deadlines;
  • Demonstrating integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Supplemental Information

OVERALL PHYSICAL STRENGTH DEMANDS:

Physical Strength for this classification is indicated below with an "X"
XSedentary: Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
 Light: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly OR requires walking or standing to a significant degree.
 Medium: Exerting 20-50 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. constantly.
 Heavy: Exerting 50-100 lbs. occasionally, 10-25 lbs. frequently, or up to 10-20 lbs. constantly.
 Very Heavy: Exerting over 100 lbs. occasionally, 50-100 lbs. frequently, or up to 20-50 lbs. constantly.


PHYSICAL DEMANDS:

CFORN
ContinuouslyFrequentlyOccasionallyRarelyNever
2/3 or more time1/3 to 2/3 of timeUp to 1/3 time< 1 hour per weekNever occurs

Note: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation.

Physical DemandBrief DescriptionCFORN
StandingCommunicating with co-workers, observing work site, observing work duties  X  
SittingDesk workX    
WalkingTo other departments/offices/office equipment  X  
LiftingSupplies, files   X 
CarryingSupplies, files   X 
Pushing/PullingFile draws, tables and chairs  X  
ReachingFor supplies, for files X   
HandlingPaperwork X   
Fine DexterityComputer keyboard, telephone pad, calculator, calibrating equipmentX    
KneelingFiling in lower drawers, retrieving items from lower shelves/ground   X 
CrouchingFiling in lower drawers, retrieving items from lower shelves/ground   X 
CrawlingUnder equipment   X 
BendingFiling in lower drawers, retrieving items from lower shelves/ground   X 
TwistingFrom computer to telephone, getting inside vehicles  X  
ClimbingStairs, step stool   X 
BalancingOn step stool   X 
VisionReading, computer screen, drivingX    
HearingCommunicating with co-workers and public and on telephone, listening to equipmentX    
TalkingCommunicating with co-workers and public and on telephoneX    
Foot ControlsDriving   X 
Other (Specify)      


MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE:

Standard office equipment; vehicle

 

ENVIRONMENTAL FACTORS:

DWMSN
DailySeveral Times Per WeekSeveral Times Per MonthSeasonallyNever
Health & Safety FactorsDWMSNHealth & Safety FactorsDWMSN
Mechanical Hazards    XRespiratory Hazards    X
Chemical Hazards    XExtreme Temperatures   X 
Electrical Hazards    XNoise and Vibration    X
Fire Hazards    XWetness/Humidity    X
Explosives    XPhysical Hazards    X
Communicable Diseases   X  
Physical Danger or Abuse    X 
Other (Specify Below      

 

PROTECTIVE EQUIPMENT REQUIRED:

None

 

NON-PHYSICAL DEMANDS:

CFORN
ContinuouslyFrequentlyOccasionallyRarelyNever
2/3 or more time1/3 to 2/3 of timeUp to 1/3 time< 1 hour per weekNever occurs
Description of Non-Physical DemandsCFORN
Time PressureX    
Emergency Situation   X 
Frequent Change of Tasks X   
Irregular Work Schedule/Overtime  X  
Performing Multiple Tasks Simultaneously X   
Working Closely with Others as Part of a Team X   
Tedious or Exacting WorkX    
Noisy/Distracting Environment   X 
Other (Specify Below)     


PRIMARY WORK LOCATION:

XOffice Environment
 Warehouse
 Shop
 Recreation/Neighborhood Center
 Vehicle
 Outdoors
 Combination of Office, Vehicle and Field
 Other (Specify Below)

Application Instructions

A Town of Queen Creek electronic employment application is required for employment consideration. Obtain this by clicking on the link below or go to www.queencreek.org

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