HomeMy WebLinkAboutPurchasing AssistantUpdated: August 2025 (Admin Review)
CITY OF IOWA CITY – JOB DESCRIPTION
Position Title: Purchasing Assistant
Department: Finance
Division: Purchasing
Supervisor: Assistant Finance Director
FLSA: Non-Exempt
Civil Service: Yes
Pay Grade: 4
Job Number: 0421
Job Summary
Performs a variety of technical duties involved in the procurement of materials, supplies,
services and equipment for City departments and operations and assist in the planning and
scheduling of various purchasing projects; and perform other related duties as assigned.
Procure items at a competitive price in a time-efficient manner and to provide administrative
support work relating to the purchasing function.
Essential Job Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
• Addresses questions on Purchasing vendors and centralized City vendor supply accounts
from all City departments and aids City employees, intergovernmental agencies,
contractors, vendors and the public regarding various City procurement policies and
procedures.
• Maintains up-to-date vendor relationships, supply accounts, and customer service with
vendors and end users.
• Maintains current knowledge of trends and developments regarding governmental
purchasing procedures, regulatory changes and new technologies.
• Participates in department trainings and meetings.
• Manages an online software module to create postings, disposal of surplus equipment
and vehicles.
• Reviews, monitors and performs follow-up of bids and purchases to ensure continued
compliance with bidders and provides direction accordingly to questions.
• Coordinates the transfer, sale and removal of sold items with buyer and City staff and
maintains documentation for the sale of equipment.
• Receives and processes incoming department-specific revenue checks and electronic
payments.
• Leads process of chargebacks electronically for City departments for copier, mail, and
packages.
• Receives, categorizes, and directs incoming and certified outgoing mail and packages
within City Hall; arranges for specialty carrier pickups and deliveries and manages
shipping supplies, arranges for machine servicing for certified mail.
Updated: August 2025 (Admin Review)
• Trains employees on usage of purchase cards, purchase requisition entry, contract entry,
change order entry and invoice entry.
• Reconciles vendor statements; researches problem invoices; enters change orders,
enters invoices for payments.
• Requests quotes from vendors providing City-wide supplies and checks and reviews
market sources and vendors to ensure most cost effective and competitive pricing for
the purchase of commodities.
• Assists Buyers with proofing, contract renewals and related documentation to verify for
accuracy and completeness.
• Maintains accurate records of Purchasing’s certificates of insurance through online
procurement software, routes to certificates to appropriate departments.
• Provides language for department manual surrounding duties related to purchasing
procedures.
• Conducts self in a professional manner which demonstrates courtesy and respect for all
community members and coworkers.
• Performs other related duties as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• High school education or G.E.D. and four to six months of related experience or training;
or equivalent combination of education and experience. Experience in customer service,
administrative and clerical support, or procurement.
• Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• High school education or G.E.D. and seven to twelve months of related experience or
training; or equivalent combination of education and experience. Experience in
purchasing.
Knowledge, Skills, and Abilities
• Ability to add, subtract, multiply, and divide in all units of measure, using whole
numbers, common fractions, and decimals.
• Ability to clearly communicate information both orally and in writing.
• Ability to deal with problems involving a few concrete variables in standardized
situations.
• Ability to operate basic office equipment, e.g., computer terminals, printers, copy
machines, telephone systems, facsimile machines, mail scales and other office-based
equipment.
• Ability to perform multiple tasks in an open environment and communicate/relay
information under stressful conditions.
• Ability to proofread purchasing-related documentation, such as: purchase requisitions,
purchase orders, bids, request for proposals, vouchers, and check requests.
• Ability to read, update, evaluate and maintain various records and files.
• Ability to reliably and predictably carry out duties.
Updated: August 2025 (Admin Review)
• Ability to understand, follow and direct written and oral instructions.
• Ability to write simple correspondence.
• Knowledge of generally accepted purchasing principles, established procedures,
departmental guidelines, and regulatory requirements applicable to the work.
• Skill in establishing and maintaining effective working relationships with all personnel,
departmental personnel and supervisors, and vendors.
• Skill in performing routine-to-moderately complex mathematical computations and
tabulations accurately and efficiently, as they relate to purchasing.
• Skill in the principles and practices of governmental purchasing management and
analysis.
• Skill in using computers and applicable software applications (Microsoft Office – Word,
Excel, Outlook).
Supervision
No supervision of direct reports.
Physical Demands
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential duties and responsibilities.
While performing the duties of this job, the employee is regularly required to talk or hear. The
employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, depth perception
and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties and responsibilities of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
duties and responsibilities.
The noise level in the work environment is usually moderate. Duties are generally performed in
an office setting with a controlled environment. The job requires sitting for extended periods of
time and the work may expose the employee to unpleasant social situations and significant
work pace pressure.
Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act as Amended, the City will provide reasonable accommodations to qualified individuals with
Updated: August 2025 (Admin Review)
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
Reviewed/Approved by: Nicole Davies, Finance Director (4/2024)
of this job description, and I
agree that I can perform the duties of this position with or without reasonable
accommodation.
Employee Date
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