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Job Description

• Reviews and processes departmental electronic purchase requisitions; reviews requisition for accuracy and completeness including use of the appropriate expenditure accounts; reviews compliance guidelines with specifications, current applicable laws, regulations and City policy, procedures, and standards; reviews for contract compliance; resolves any problems or discrepancies with user departments.
• Assists with review and identification of purchase orders to continue to the next fiscal year.
• Communicates with vendors and staff to resolve order, shipping, and invoice issues; returns products as necessary; secures order and invoice adjustments.
• Records and updates purchase orders; receives and logs purchase orders into the computer system to indicate order completion; maintains purchase order files for reference.
• Creates, prepares, and reviews purchase orders as appropriate, issues purchase orders, as necessary.
• Maintains a current listing of vendor catalogues, as a resource for City departments.
• Performs or assists staff in determining appropriate sources of supply; identifies vendors; obtains informal bids to determine vendor from whom purchases will be made; obtains samples from vendors for inspection.
• Processes office supply order requests for next day deliveries; reconciles and processes monthly consolidated office supply invoice for payment.
• Provides guidance on the procurement process, ensuring City procurement policies and procedures are adhered to; provides training and assistance to end users in the use of automated procurement software.
• Performs a variety of tasks in support of the City’s purchasing and contracting function; and research and compiles data as needed.
• Provides information on purchase orders and other procurement data for executive and management review and reporting.
• Purchases requested goods and services utilizing various procurement methods including purchase orders and procurement card, as necessary.
• Recommends and participates in the implementation and improvement of policies and procedures.
• Responds to routine inquiries from staff regarding purchasing process and compliance with established policies and procedures for their purchases; responds to routine inquiries from vendors regarding the purchasing process.
• Reviews shipping documents for proper delivery of goods and services, as necessary.
• Performs related duties as assigned.

• Basic accounting and budgeting procedures and practices.
• Basic mathematical principles.
• Data collection techniques for establishing sources of supply, product, and vendor information.
• Modern storekeeping and inventory methods and procedures.
• Pertinent federal, state, and local codes, laws, and regulations including those applicable to informal bidding procedures and purchasing operations.
• Policies and procedures related to the procurement of supplies, materials, and professional services.
• Principles and procedures of recordkeeping and filing.
• Principles, methods, and procedures used in the purchase of materials, supplies and equipment including informal bidding procedures.
• Principles, practices, and procedures of public sector purchasing and procurement.
• Common purchasing and contract terminology.
• Procedures for receiving supplies, equipment, and materials.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Perform routine mathematical calculations.
• Compare product specifications, quality, and price to judge suitability of goods and alternatives offered.
• Follow established methods and procedures for purchasing activities.
• Gather, calculate, analyze, and interpret data.
• Identify and interpret technical and numerical information.
• Interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Interpret, apply, and explain City policies and procedures related to the procurement of supplies, materials, and professional services.
• Maintain accurate and pertinent computer and/or manual records.
• Observe and solve problems relating to operational and technical policy and procedures related to the purchasing process.
• Plan and organize work to meet changing priorities and deadlines.
• Prepare a variety of written reports, forms, and correspondence.
• Principles, methods, and procedures used in the purchase of materials, supplies and equipment including informal bidding procedures.
• Understand budgetary accounts and controls to ensure purchases are properly charged.
• Understand, interpret, apply, and explain general and specific administrative and departmental policies and procedures.
• Review catalogues, directories, and the internet; communicate with vendors to locate sources of supplies, services, parts, and equipment.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

• None.

• Medical spending up to $3,300.00 annually.
• Dependent care up to $5,000 annually.
• Adoption Assistance FSA up to $16,810 annually.

• 2.7% at 55 if hired before 8/12/12.
• 2% at 55 if hired after 8/12/12 and a current Classic member of CalPERS.
• 2% at 62 if hired after 1/1/13 and not a Classic member of CalPERS.

• The City provides Short-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $2,300 per week and Long-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $15,000 per month.
• The City also provides Paid Family Leave coverage @ 60-70% of weekly earnings up to a maximum of $,1623 per week.