Purchasing Assistant

Description

Under general supervision performs technical and administrative tasks to purchase a wide range of materials, supplies and equipment for City departments, process invoices, maintain storeroom inventory and assist with vendor management

Requirements

Attends to all needs of the storeroom including but not limited to ordering, receiving and stocking items to maintain adequate storeroom inventory for City departments. Processes storeroom invoices; codes to proper accounts; forwards to Accounting; and enters quantities into inventory. Records storeroom item withdrawals, initiates biweekly charges to appropriate accounts, and performs quarterly inventory. Obtains quotes for stock and special order items from vendors to maximize cost efficiency in purchasing items for City departments. Delivers storeroom items to City facilities when requested. Processes the addition and deletion of vehicles and equipment from the City insurance policy. Maintains a direct line of communication with the City’s agent to insure accurate records are kept. Responsible for keeping an in-house schedule of all currently insured vehicles, equipment, and property. Conducts vehicle and equipment (when applicable) registration with the local probate judge Conducts all vendor management including but not limited to, conducting vendor research to enhance savings and product quality, completing new vendor intake and set-up, ensuring completion of Tax Exempt Certificates and Credit Application for new suppliers, modifying vendor records, assisting the Purchasing Officer in proper vendor insurance record keeping as well as maintaining contact with emergency supply vendors for natural disaster response purchases. Stays up-to-date on State Contract and purchasing cooperative vendor additions and deletions; as well as contract expirations. Manages all aspects of the quarterly surplus auction including but not limited to, receiving and properly storing surplus items until auction, maintaining proper item records and preparing them for City Council review, conducting the online auction, and releasing proper documents at time of sale. Coordinates City fuel program in conjunction with the Public Works Department by monitoring tank readouts for on-hand fuel inventory; working with fuel vendors to purchase fuel, registering vehicles and assigning personal fuel numbers to employees; as well as assisting employees with out of town fuel purchases.

Application Process

Please apply via the City's website at https://www.gulfshoresal.gov/735/Employment

Contact Info

Name: Jana Still - Human Resources Director
Phone: 251-968-1147
Email: jstill@gulfshoresal.gov