Job Details

PURCHASING ASSISTANT Featured

  2020-08-03     Santa Cruz Metropolitan Transit District     110 Vernon St. Santa Cruz, CA     $27.56 - $35.28 hour  
Description:

HOW TO APPLY:

Visit our website, www.scmtd.com to complete our on-line application. Resumes will not be considered in place of the line application. On-line applications must be submitted by 11:59pm on August 13, 2020.

DEFINITION:   Under direction, a Purchasing Assistant performs advanced clerical and technical duties to support complex departmental administrative or operational activities, with an emphasis on purchasing and contract administration; researches, gathers, organizes, and prepares purchasing related documents; reviews documents and data for compliance with program requirements; maintains complex files, records, correspondence and other documents; prepares detailed reports regarding budgetary and funding allocations and expenditures; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Purchasing Assistant is a journey level class in the series.  An incumbent in this class performs journey clerical and technical administrative duties that require substantial interpretation and application of laws, regulations and/or specialized departmental and program policies. 

CHARACTERISTICS AND EXAMPLE OF DUTIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Provides advanced clerical and technical administrative support to the purchasing and contracting process; modifies established templates and formats to prepare a variety of purchasing-related documents and correspondence including requests for bids/proposals, contracts, renewals, requisitions, purchase orders, proposals, agreements, and correspondence; proofreads documents for accuracy, completeness, and compliance with purchasing policies, procedures and requirements; coordinates administrative approval processes.
  • Coordinates with departments to obtain scope of work and other required information; creates and maintains potential bidder lists; drafts and publishes IFB/RFP documents and sends to requestors; attends and takes minutes/notes at various bid-related conferences and related meetings; prepares and distributes addenda and project changes as requested.
  • Supports the vendor selection and contract preparation process; develops bid-related evaluation packets and forms; verifies the submission of required documents and vendor references/qualifications; coordinates with departmental, legal and other parties to ensure technical contract correctness.
  • Drafts and finalizes procurement-related Board agenda items and staff reports using established templates and required formats; schedules agenda items in compliance with administrative procedures and deadlines; may attend Board meetings as a technical process representative.
  • Monitors contract renewal dates and initiates the renewal process based on expiration date and procedural requirements; coordinates with departments to confirm renewal terms and funding plans; drafts renewal documents for approval by management; obtains signatures and distributes final documents.
  • Performs contract closing processes.
  • Provides input regarding the design, organization, retrieval, and reporting functions for procurement-related information systems; recommends the feasibility of modifying administrative systems and procedures to improve efficiencies using automated records processing.
  • Conducts and coordinates technical administrative studies and projects concerning Santa Cruz METRO policies, procedures, programs, or grants; assists in planning, implementing, and evaluating administrative tools and opportunities for process improvement; makes recommendations on proposed methods and procedures.
  • Develops, maintains and updates administrative procedures related to areas of assignment; provides information and explains policies to staff and other agencies.
  • Tracks, maintains, collects, assembles, and summarizes operational, financial and budgetary data related to assigned responsibilities and functions; prepares and provides reports and updates to management; collects, compile, and organizes data for required reporting to State and/or Federal agencies.
  • Maintains files in accordance with established indexing systems; reviews dated files to purge or combine materials; updates index and cross reference files.
  • Receives, reviews, and processes requests and complaints from other departments, other agencies and/or members of the public; researches information to assist management in formulating a response.
  • Operates standard office equipment; utilizes computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

MINIMUM QUALIFICATIONS AND OTHER CONDITIONS OF EMPLOYMENT:
Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education, Training and Experience:
Two (2) years course work from an accredited college in public administration, business administration, or a related field.
                                                                                   AND
Three (3) years of responsible clerical or program administration experience, which required the operation of office equipment maintaining/retaining complex records and files.

Experience must have included at least two (2) years administering purchasing related processes.

LICENSES AND CERTIFICATES:
A valid California Driver's License will be required at the time of appointment and throughout employment.

APPLICANT PROCESS: Applicants must complete and submit an official Santa Cruz METRO on-line application and any other required documents specified on the job announcement from our website, www.scmtd.com. A separate application must be filled for each open position. Resumes will be accepted and are recommended, but may not be substituted for the required application. The standards and minimum requirements as stated on the front of this job announcement represent only the minimum required to file an application. Meeting the listed standards does not guarantee that a candidate will be invited for an examination or interview as the Human Resources Department reserves the right to limit the number of candidates to the most qualified for the position as determined by the Santa Cruz METRO staff. Certification of candidates from the Eligible List to the hiring department may be made each time there is a vacancy. Santa Cruz METRO is an Equal Employment Opportunity/Affirmative Action Employer. Santa Cruz METRO will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 831-420-2542.


Do not contact this company in solicitation of any product or service.

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