Administrative Assistant - Purchasing

MUST APPLY ONLINE AT LONGMONTCOLORADO.GOV/JOBS 20260119 Administrative Assistant - Purchasing CLOSING DATE: Open Until Filled Department: Shared Services Division: Purchasing & Contracts Hiring Range: $26.74 – 29.71/hour Monday – Friday, 8:00 AM - 5:00 PM Regular Full-time with Benefits Benefits include: Medical, Dental, Vision, Flex Spending, Defined Benefit Pension Plan, 401(a) Money Purchase Plan, Life & Survivor, Term Life & AD&D, Long Term Disability, Bereavement, Jury & Witness Duty, FMLA, Military Leave, Parental and Caregiver Leave, Sick, Vacation at start of employment, Holiday pay, EAP, Tuition Assistance. Other benefits: Optional, employee elected, voluntary benefits are available. Open Until Filled positions may close without advance notice. To be considered, please apply as soon as possible. Definition: Under the direction of the Purchasing & Contracts Manager, perform administrative and clerical duties for the Purchasing & Contracts Office. This position performs administrative functions to support the staff and the processing functions of the Purchasing and Contracts Division. Perform administrative and customer service duties to achieve operational goals and objectives. Principal Duties: · Assist staff with maintaining division records and assist with fulfilling open records requests for Purchasing & Contracts. · Maintain compliance with retention policies. Archive, destroy, and report division records in accordance with the applicable retention schedule. · Assist vendors with questions about registering in the City’s financial system and e-procurement platform (SOVRA Bidnet Direct). Provide information to vendors on how to do business with the City. · Process new vendor requests and maintain the City’s vendor database. Provide accurate entry of W-9 information in vendor records and coordinate with the Accounting division to resolve vendor tax ID and W-9 issues. · Meet with walk-in customers and answer phones as needed. Help monitor and respond to inquiries in general division email inboxes. · As needed and assigned, assist with division programs and events. · Track insurance certificate expiration dates, follow up on expiring certificates, and file updated certificates in our electronic database. · Work with division staff to ensure files are organized, complete, and consistent. · Assist with tracking contract dates to ensure renewals, extensions, and amendments are completed timely and files are properly closed-out upon completion of contracts. · Assist with day-to-day activities for the City’s Purchase Card program, including cardholder support, basic monitoring activities of program spend, and other support as may be required. · Order and maintain inventory of office and other departmental supplies and furniture for the Purchasing & Contracts Office. Compare different vendors and prices and review account budgets before purchasing items. · Assist with scheduling meetings for Purchasing and Contracts staff, often involving multiple participants both inside and outside the organization. · Assist with conducting reference checks related to City procurements. · Respond to routine internal and external customer service needs and calls including procurement process status updates, customer follow-up, and data entry. Provide general information as well as response to specific customer questions requiring additional research. Route inquiries appropriately for more complex matters and interpretation issues. May perform reception duties. · Assist with scheduling and managing trainings, certifications, meetings, and travel arrangements. Prepare travel authorizations and expense reports. · Order and maintain inventory of office and other departmental or facility supplies and equipment. Schedule repairs on office equipment. Track expenditures. · Maintain office filing and records systems, electronic and paper format, as required per retention schedule for those records. Assemble information upon request. · Assist in process improvement, development, and documentation. · Update, proofread and work with a variety of staff as necessary to compile materials for operations including general responses and content, standardized documents and forms. Compose original correspondence and written responses upon request. Working Environment: Work is generally performed in standard office environment. Frequent use of technical office equipment including personal computer, document preparation equipment, telephone, and fax machines. May involve frequent exposure to stress associated with varied, complex tasks. May be required to work long or non-traditional hours to fulfill organizational needs, projects, or special circumstances. Exposure to frequent interruptions. Work involves working alone, as well as working closely with others. Work involves occasional moderate (under 30 lbs) lifting and carrying. Physical requirements include frequent use of fingers, use of both hands, sitting, correctable vision, hearing, speaking and writing; occasional light and moderate lifting, light and moderate carrying, reaching, walking, standing, bending, stooping, twisting, kneeling, squatting, and driving. Mental requirements include frequent reading of documents, use of confidentiality, problem solving, detailed work, math, reasoning, verbal and written communication, customer contact and multiple concurrent tasks. Qualifications: Any combination of education and experience equivalent to secretarial or office administration coursework. Prior experience with procurement, commercial card programs, or contracting is desirable. We’re committed to building a team that reflects the diversity of the communities we serve. The City may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications, and encourages all candidates to apply and help us achieve our goal of creating an inclusive and equitable workplace. Selection The selection process will include complete job description review, personal interview, background investigation, criminal background check, and substance screening. DEADLINE: Open Until Filled An ONLINE APPLICATION is required. This job is Open Until Filled. The online application process is available for this position on our website at www.longmontcolorado.gov/jobs. Resumes will be accepted in lieu of the full City Application; however, they must be submitted via the City application site for consideration. Open Until Filled positions may close without advance notice. To be considered, please apply as soon as possible. For more information, call (303) 651-8609. The City of Longmont is an equal opportunity employer. The City affirms its commitment to diversity and to complying with all applicable federal, state, and local laws regarding nondiscrimination in employment. The City will not discriminate against any person in recruiting, examining, appointing, hiring, training, placement, termination, layoffs, recall, transfer, leave of absence, promoting, compensating, retaining, disciplining, or any other personnel action on the basis of age, race, color, creed, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, genetic information, marital status, veteran status, status with regard to public assistance, physical or mental disability, or any other characteristic protected by federal, state, or local law, except when any of these categories constitutes a bona fide occupational qualification (i.e., an actual qualification for performing a job). If you need special assistance in the selection process, please contact the Human Resources Department in advance to make arrangements. AN EQUAL OPPORTUNITY EMPLOYER ALL CITY OF LONGMONT FACILITIES ARE SMOKE FREE Pay: $26.74 - $29.71 per hour Benefits: • Dental insurance • Employee assistance program • Flexible spending account • Health insurance • Health savings account • Life insurance • Paid time off • Parental leave • Retirement plan • Tuition reimbursement • Vision insurance Work Location: In person