Purchasing Technician

Purchasing Technician

Salary

$40,238.00 - $63,291.00 Annually

Location

City Hall, 442 W. Washington Street, Suffolk, VA

Job Type

Full Time

Job Number

04584

Department

FINANCE ADMIN-PURCHASING

Opening Date

07/13/2026

Closing Date

7/27/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Description

Under general supervision, performs technical and clerical work in the operation and support of data entry for the Finance and Purchasing Departments. Work involves entering a variety of data into the computer concerning P-Cards, requisitions and other documentation, providing support for the Purchasing Departments software, and updating vendor file. Employee is responsible for preparing reports and correspondence, and maintaining records and files. Reports to the Purchasing Agent.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Essential Job Functions

• Oversees the Citys credit card (P-card) program, Amazon program, and Lowe's Program; operates computer-driven data entry equipment to enter, review, and approve P-card transactions in compliance with policies and procedures and for accuracy and completeness; provides training to P-Card users; and performs audits of P-cards as necessary.
• Maintains vendor files; enters new prospective vendors into computer and reference information to assist the Purchasing Agent and Buyers; updates vendor files as needed.
• Maintains the current release of Purchasing software.
• Maintains all hard copy (paper) files for the division.
• Prepares reports on purchasing activities; maintains bid log; updates as needed.
• Prepares correspondence to vendors and City personnel; investigates differences in invoices and purchase prices; processes payments for the purchasing division.
• Answers telephone and receives inquiries in person; provides information to City employees, vendors and citizens; refers calls to appropriate person.
• Reviews and sorts incoming mail; orders supplies; posts legal notices to electronic bulletin board.
• Uses modern technology to create reports and communication on behalf of Purchasing Division.
• Files Certificates of Insurance from vendors.
• Performs other related duties as required.

Required Qualifications

Graduation from high school supplemented by college-level course work in business, bookkeeping, or a related field, or one to two years of purchasing and bookkeeping experience; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. College degree preferred.

Supplemental Information

• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability to speak and/or signal people to convey or exchange information.Includes receiving instructions, assignments and/or directions from superiors and giving instruction and direction to co-workers.
• Ability to read a variety of records and reports including invoices, purchase orders, requisitions, correspondence, vouchers, etc.
• Ability to prepare correspondence, purchase orders, requisitions, payment vouchers, lists, and related reports and records, using proper format, and conforms to all rules or punctuation and grammar.
• Ability to apply principles of rational systems.
• Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form.
• Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions.Must be able to use and interpret purchasing terminology and language.
• Ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals and to interpret graphs.
• Ability to inspect items for proper length, texture, width and shape.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.
• Knowledge of modern governmental purchasing principles, methods and procedures.
• Knowledge of the methods and procedures used in preparing requisitions and performing data entry.
• Knowledge of modern office practices and procedures.
• Knowledge of the principles and methods of inventory control and record keeping.
• Ability to use popular computer-driven word processing, spreadsheet and file maintenance programs.
• Ability to work rapidly and accurately with figures.
• Ability to apply and interpret policies and to explain these policies to other employees and vendors.
• Ability to use modern technology and software.
• Ability to recommend software and provide support on software used in purchasing.
• Ability to prepare correspondence and reports for vendors and the City.
• Ability to maintain accurate files, logs and reports for the Purchasing Division.
• Ability to understand and follow oral and written instructions.
• Ability to communicate effectively orally and in writing.
• Ability to exercise tact, courtesy and firmness in frequent contact with vendors and all levels of City personnel.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

Seasonal Employees- No Benefits

Part-time Employees - Sick Leave (See below)

Full Time Employees are eligible for the following benefits;

Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members

Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.

Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.

Paid Time Off (PTO)

Yearly earnings

120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)

Sick Leave

Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.

Personal Leave

All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.

Health Insurance

Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.

Supplemental Insurances

Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.

Employer Sponsored Short Term and Long Term Disability

Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.

Flexible Spending Accounts

Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.

Life Insurance

The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.

Optional Life Insurance

Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.

Family and Medical Leave Act (FMLA)

12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.

Funeral Leave

24 hours of paid leave of absence in case of death in immediate family.

Holidays

Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.

Jury Duty

Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.

457 Deferred Compensation, ROTH IRA, Traditional IRA

Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.

Employee Assistance Program

Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.

Workers Compensation

Should an employee have an on the job injury, he/she could be eligible for Workmens Compensation Benefits, except in cases of willful neglect.

Pay Days

Employees will be paid on the 15th and last working day of each month.

Credit Union

A Suffolk Credit Union is available to employees.

Legal Services

Employees may prepay for access to legal assistance.

Notary Public Services

Services available in the Human Resources Department.

Alternative Work Schedule

For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.

01

Do you have a high school diploma or GED?

• Yes
• No

02

Do you have college-level coursework in business, bookkeeping, or a related field?

• Yes
• No

03

Do you have experience with MS Excel?

• Yes
• No

04

Please indicate your years of experience in purchasing:

• None
• Less than 1 year
• 1-2 years
• 3-4 years
• 5 years or more

05

Please indicate your years of experience in bookkeeping:

• None
• Less than 1 year
• 1-2 years
• 3-4 years
• 5 years or more

06

Which of the following reflects your highest level of college education?

• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorate Degree
• Some college credits / Degree in progress
• No Degree

Required Question

Employer City of Suffolk

Address 442 W. Washington Street, Suite 1044

Suffolk, Virginia, 23434

Phone 7575144110

Website http://www.suffolkva.us