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Description

Purchasing Assistant

JOB TITLE:                 Purchasing assistant

CLASSIFICATION:    Non-Exempt

DEPARTMENT:        City Treasurer

SUPERVISOR:          Purchasing Manager

SALARY:                    $42,450 to $50,940 annually

The Purchasing Assistant will support and work closely with the Purchasing Manager in the citywide procurement of goods and services including purchase orders, travel processing, vendor set up and maintenance, and other administrative duties as assigned.

• Review and issue purchase orders for all items under $10,000.
• Assist with review and approval of General Ledger (GL) workflow for appropriate use of GL Accounts for city expenditures.
• Review and approve all purchasing card (Pcard) transactions.
• Coordinate the new vendor set up process including requesting W-9 forms.
• Maintain existing vendors records, including address changes, name changes, reactivation, and inactivation.
• Establish new external vendor accounts and complete credit applications.
• Oversee and process all City travel requests and reimbursement vouchers.
• Furnish tax exemption documentation to external vendors as requested.
• Monitor encumbrance of City expense contracts.

• Assists with drafting and preparing correspondence, notices, contracts, agreements, and related documents for construction projects, RFP's and other bids and procurements. 
• Respond to Public Records Requests from vendors, contractors, and the public relating to procurement documents and procurement awards.
• Assist Purchasing Manager with acquiring and maintaining Certificates of Insurance (COI) as requested from contractors/consultants that display the minimum insurance requirements for each procurement type. 
• Participate in devising and structuring bidding methods, and modify practices as needed to align with trends and changes in the supply chain and bidding environment.
• Provide comprehensive training to City staff on the procurement policy and processes and procedures.
• Assist with coordination of the sale of surplus City property, via public surplus auction or sealed bid in accordance with Wyoming State Statute.
• Perform other tasks as needed, in support of the City Treasurer’s Office relating to the following functions: Accounts Payable, Accounts Receivable, Budget, and Payroll.
• Perform other duties and responsibilities as required.

• Principles and practices of Municipal purchasing.
• Principles of governmental accounting and budgeting.
• Knowledge of Federal, State, and local laws, codes and regulations related to purchasing.
• Work independently with minimal supervision.
• Effective written and verbal communication related to sharing technical information.
• Knowledge of basic mathematical principles.
• Ability to manage multiple assignments within established deadlines.
• Knowledge of modern office practices, methods, and computer software.
• Ability to prepare comprehensive reports and represent ideas clearly and concisely, both orally and in writing.
• Ability to work as part of a team and independently and to exercise reasonable judgement in decision making.

Required:

Associate degree in business or minimum four (4) years’ experience (typically in purchasing, business administration, finance, or other related field).

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain the physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others in an office environment utilizing a computer and other office equipment.

Qualifications

The City of Cheyenne offers the following benefits to Full Time Employees.

Health

Dental

Vision

Life

Pension