GENERAL DESCRIPTION OF CLASS

The PURCHASING ASSISTANT verifies information on and prepares an maintains records of purchasing documents such as purchase orders, departmental requisitions, contract release orders, central stores orders, printing orders, and travel authorization documents.

DISTINGUISHING FEATURES

This is a single classification and not currently part of a series of classes.

DUTIES AND RESPONSIBILITIES

Allocation of positions to this class will depend on the total work performed which may include one or a combination of the duties or tasks listed below.

1. Preparation of Purchasing Documents.Typical tasks: reviews purchase requests for pertinent and accurate information; prepares departmental requisitions or assigns requisition numbers to purchasing documents; types and files purchasing documents such as purchase orders, departmental requisitions, contract release orders, central stores orders, printing orders, travel authorization documents, invoices, contracts, and specifications.
2. Recordkeeping. Typical tasks: codes purchasing documents for payment using correct fund number, account number, etc.; reconciles discrepancies between a purchase order and invoice; maintains records on such things as purchases and invoice payments, postage, inventories, mileage of automobiles assigned to the agency, or maintenance agreements on equipment such as typewriters and copiers; maintains catalogues and price listing information; processes invoices and journal vouchers for payment and reconciles prepaid journal vouchers.
3. Purchasing. Typical tasks: orders items from central stores through the use of contract release orders; calls vendors for price quotations and estimates on items, product availability and delivery requirements; checks for damage and compliance with purchasing documents when shipment is delivered; purchases special items such as books or retirement plaques not available through central stores or on State contract; resolves purchasing and shipping problems with vendors.
4. Miscellaneous. Typical tasks: opens, sorts and distributes incoming mail, maintains petty cash fund; prepares expense claims; maintains attendance and other personnel records; conducts annual physical inventory for work unit; collects data for reports and surveys

RELATIONSHIPS WITH OTHERS

Employees in this class are in regular telephone and in-person contact with business and/or accounting office to coordinate payment of invoices and to reconcile discrepancies in payments and purchase orders. In addition, employees also have regular and in-person contact with the purchasing staff to coordinate purchasing functions with original requesters to verify accuracy of items ordered or to resolve questions on specifications and with vendors to resolve purchasing and shipping problems.

SUPERVISION RECEIVED

Employees in this class receive general supervision from an administrative superior through a random review of purchase orders, invoice vouchers and other purchasing documents. Work is reviewed for accuracy and completeness. Work performed by employees in this class must also comply with State purchasing regulations, State price agreements, State and Federal regulations which determine how grant money may be spent, manuals governing travel, purchasing, inventory control, personal and professional services contracts and fiscal procedures.

GENERAL INFORMATION

Positions are found in central and remote locations throughout State government (e.g., general government agencies, human or natural resource agencies, correctional, mental health, or higher education institutions, hospitals, etc.). They require the willingness to work within the environment associated with the position's location.

MINIMUM QUALIFICATIONS

Six months of general office experience which included the use of a typewriter and calculator; AND a high school diploma or GED equivalency.