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 Department's 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.

Oversees the City's 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.

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.

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.

City of Suffolk

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Purchasing Technician