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CITY OF COLTON <br />PURCHASING ASSISTANT <br />DEFINITION: <br />Under the general supervision of the Purchasing Manager, provides clerical and administrative <br />assistance including maintaining records, soliciting bids, and processing documents to expedite <br />the flow of purchasing in the City's purchasing operations. <br />DISTINGUISHING CHARACTERISTICS: <br />The Purchasing Assistant is a single position class responsible for providing clerical assistance in <br />the City's purchasing operation relative to the processing of requisitions, solicitation of bids and <br />pricing, and other related clerical activities. This classification is distinguished from the <br />classification of Purchasing Manager, which has the overall responsibility for the City's <br />purchasing function, by the performance of the more routine duties and working with specific <br />guidelines. <br />ESSENTIAL FUNCTIONS: (include but are not limited to the following) <br />• Process departmental purchase requisitions and prepare purchase orders. <br />• Review departmental purchasing requisitions for completeness, accuracy, cost effectiveness <br />and adherence to standards, codes, City policies and procedures, and availability of funding. <br />• Monitor vendor documentation, including Business License status and Insurance <br />Endorsements. <br />• Solicit quotations from vendors. <br />• Compare costs and evaluate quality of vendor's offerings. <br />• Prepare bid specifications and other purchasing documents. <br />• Confer with departments to clarify purchasing needs. <br />• Follow up on overdue shipments and discrepancies in items delivered. <br />• Act as a liaison between vendors and City departments to resolve purchasing/invoicing issues <br />impacting Accounts Payable. <br />• Set up, maintain, purge, and update files and records, including year-end reconciliation and <br />roll-over activities. <br />• Prepare correspondence from draft or oral instructions. <br />• Perform a variety of clerical functions. <br />• Perform related duties and responsibilities as necessary. <br />• Serve as the City's Alternate Administrative Program Coordinator for Procurement Card and <br />Sam's Club Credit Card programs. <br />• Assist in training City staff regarding purchasing & procurement card related policies and <br />procedures. <br />• Process large credit card purchases, including travel and hotel accommodations for various <br />City departments. <br />WORKING CONDITIONS: <br />Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, <br />bending, squatting, and stooping in the performance of daily activities. The position also <br />requires grasping, repetitive hand movement, and fine coordination in preparing documents and <br />