PURCHASING ASSISTANT

DEFINITION

Under the direction of a supervisory officer in a state department
or agency, performs highly complex technical functions related to
purchasing; does related work as required.

EXAMPLES OF WORK:

Assists a professional buying staff in completing complex
technical calculations on procurement matters and in the processing 
of orders for the purchase of commodities.

Prepares detailed applications for submission to the State
Purchase Bureau, Department of Treasury, for all office materials, 
and services.

Reviews previous departmental using agency fiscal year
expenditures in specifically assigned commodities; performs complex
calculations in arriving at budget figures; and prepares, or oversees
the preparation of, blanket obligations for the new fiscal year using
these figures.

Prepares, or oversees the preparation and distribution of, waiver
documents, contact award notices, and bid proposals.

Solicits and documents vendor price quotations and authorizes
awards to the lowest bidder; recommends acceptance or rejection of
vendor bid proposals based on established purchasing regulations.

Interviews salespeople and vendors, maintains liaison with the
simple commodity specifications or equipment to be purchased for
submission of vendor proposals.

Resolves problems regarding requisitions, ordering and/or shipment
of items by contracting vendors, stockroom, other operating division
staff, or the Office of Finance and Accounting.

Oversees the review and processing of all department travel
requests; oversees the preparation of monthly purchasing production
reports for top management.

Supervises and/or oversees the automated Procurement Information
System utilizing the IBM PC XT and program designed by professional
staff involving daily input of purchasing information, status or
orders, accounting information and vendor categories.

Maintains up-to-date master catalog file to be used for stock
inventory-cost chargeback system.

Prepares purchasing related correspondence and maintains essential
records and files.

May be required to learn to utilize various types of electronic
and/or manual recording and information systems used by the agency,
office, or related units.

REQUIREMENTS:

EDUCATION:

Completion of 60 semester hours at an accredited college.

EXPERIENCE:

Two (2) years of responsible technical, clerical experience in
assisting professional staff in the purchase of equipment and 
supplies, or in maintaining purchasing records.

NOTE:  Applicants who do not possess the required sixty (60) 
semester hours may substitute additional experience as indicated 
above on a year-for-year basis.

LICENSE:

Appointee will be required to possess a driver's license valid
in New Jersey only if the operation of a vehicle, rather than employee
mobility, is necessary to perform the essential duties of the position.

KNOWLEDGE AND ABILITIES:

Knowledge of accounting and purchasing methods, practices,
procedures, and routines, and of modern office equipment applications.

Knowledge of modern data processing equipment and software
related to purchase processing activities.

Knowledge of the problems involved in making estimates of
items and quantities needed by the varied units.

Ability to acquire knowledge of state purchasing procedures, and
practices, the regulations of the State Purchase Bureau pertaining 
to purchase matters and the specialized and the specialized and 
particular needs of the division in the field of office equipment, 
materials, and supplies.

Knowledge of the preparation of leases and agreements for office
machines and equipment.

Knowledge of stock control and inventory records systems.

Ability to comprehend modern purchasing practices and
organizational policies and procedures.

Ability to correct the basic information required and to prepare
detailed applications for the purchase of items needed by the Division.

Ability to interview salespeople and vendors and interpret
complex, technical procurement information.

Ability to prepare detailed specifications for needed office
machines and equipment.

Ability to analyze procurement problems, to collect and evaluate
data and to prepare clear, concise, technically sound reports.

Ability to effectively communicate with professional and
clerical staff, vendors, and the state employees related to 
purchasing matters.

Ability to organize assigned purchase work and develop 
effective work methods.

Ability to survey the need for and prepare recommendations 
for the purchase of office equipment, materials, and supplies.

Ability to comprehend and interpret the regulations established
by the Department and the State Purchase Bureau for the 
procurement of needed equipment, materials, and supplies.

Ability to prepare correspondence to vendors and users.

Ability to provide guidance and instruction to clerical employees

Ability to coordinate the maintenance of essential purchasing
files and records.

Ability to prepare clear, sound, accurate and informative
statistical, financial and other reports.

Ability to learn to utilize various types of electronic and/or
manual recording and information systems used by the agency, 
office, or related units.

Ability to read, write, speak, understand, or communicate in
English sufficiently to perform the duties of this position.  American
Sign Language or Braille may also be considered as acceptable 
forms of communication.
 
Persons with mental or physical disabilities are eligible as long
as they can perform essential functions of the job with or without
reasonable accommodation.  If the accommodation cannot be 
made because it would cause the employer undue hardship, 
such persons may not be eligible.

This job specification is applicable to the following title code:
Job
Spec
Code
Variant
State,
Local or
Common
Class of
Service
Work
Week
State
Class
Code
Local
Class
Code
Salary
Range
Note
52661
S
C
35
17
N/A
A16
-

This job specification is for state government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.

JMR   08/02/1993