Purchasing Assistant

Department: Administrative Services

Location: Atlantic City

Hours: 35 hours/week

Union/Mgmt: Union

NJCSC Test Required: Yes

Grant Funded: Yes

Definition

Under direction, compiles information to prepare purchase orders for procurement of materials, supplies, equipment, or service, reviews and edits purchase orders for proper description, number identification, and completion, and records the requisition and receipt of goods and services; does related work as required.

NOTE: The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

Requirements

Experience

One (1) year of experience in the preparation and processing of requisitions and/or the purchase of equipment, materials, and/or supplies.

Examples of Work:

Maintains numerical and alphabetical coding of purchased material and material in stock.

Reviews, edits, and records purchase orders for proper description, number identification, and ensures correctness before giving to buyer.

Receives and records invoices from vendors, checks to see that goods have been delivered and then forwards to accounts/payable section.

Keeps records of dispositions of purchase orders and invoices received.

Compares, corrects, and updates nomenclatures and specifications on purchase orders.

Checks unit price on purchase order for conformity to established market prices.

Contacts vendors to expedite deliveries.

Contacts different divisions and projects to verify deliveries.

Consolidates procurement of materials and supplies for various departments and projects.

Ensures that correct supplies are shipped by vendor.

Makes arrangements with vendors to correct situations involving incorrect shipments.

Records letters of acknowledgment from vendors.

Reviews requisitions for materials not normally kept in inventory for proper distribution code identification and ensures correctness.

Receives, tabulates, and records requests for the purchase of equipment, materials, and supplies.

Performs the clerical work involved in the preparation of contracts following the awarding of bids.

Following the awarding of contracts, enters contract unit prices into a contract price book.

Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

Knowledge and Abilities:

Knowledge of the proper methods and procedures involved in the purchase of equipment, materials, and/or supplies.

Ability to comprehend and analyze the individual supply problems and particular needs of the various departments.

Ability to deal effectively with salesmen and vendors.

Ability to prepare reports.

Ability to establish and maintain essential records and files.

Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position.

American Sign Language or Braille may also be considered as acceptable