Assistant Purchasing Agent

City of Newark; Newark (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Newark is seeking a Purchasing Supervisor to support the Purchasing Agent in managing the procurement of supplies for the city. The role emphasizes supervising purchasing staff, ensuring accurate pricing, and maintaining clear records in accordance with applicable rules.

Typical duties include developing purchasing methods, preparing requisitions and specifications, reviewing orders for accuracy, and ensuring timely delivery of goods in good condition.

Qualifications

• Experience writing purchase specifications and purchasing equipment, materials, and supplies.
• Ability to supervise staff in preparing requisitions and specifications.
• Knowledge of pricing accuracy and quality standards in purchasing.

Responsibilities

• Assist the Purchasing Agent by performing supervisory and highly complex purchasing tasks.
• Develop purchasing methods, procedures, and records in line with laws and agency policies.
• Prepare purchase requisitions and specifications.
• Review requisitions for accuracy and suitability of equipment, materials, and supplies.
• Enter and verify prices on requisitions.
• Supervise staff in checking purchase orders against requisitions for price accuracy and quality.
• Supervise the preparation and completion of purchase orders.
• Ensure received merchandise is in good condition.
• Prepare reports and maintain records and files.
• Learn to use electronic and/or manual recording and information systems used by the agency.

Skills

Purchasing procedures

Staff supervision

English proficiency

Education

Bachelor's degree

Job description

Assists the Purchasing Agent by performing supervisory and highly complex tasks involved in the purchasing of supplies; does related work as required.

NOTE: The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

EXAMPLES OF WORK:

Assists in developing purchasing methods, procedures, and records in accord with prescribed laws, rules, regulations, standards, policies, and procedures.

Prepares purchase requisitions and specifications.

Reviews purchase requisitions for varied operating and maintenance equipment, materials, and supplies for accuracy and suitability.

Enters and checks prices on requisitions.

Supervises staff in the checking of purchase orders against requisitions to ensure accuracy of prices and quality of goods.

Supervises staff in the preparation and completion of purchase orders.

Ensures that merchandise ordered is received in good condition.

Prepares reports.

Maintains, classifies, indexes, and cross-references records and files.

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

REQUIREMENTS:

NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

Minimum of three (3) years of professional experience in the writing of purchase specifications and in the purchase of equipment, materials, and supplies in a large government or private agency.

OR

Possession of a bachelor's degree from an accredited college or university; and three (3) years of the above-mentioned professional experience.

NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.

LICENSE:

NOTE: Applicants are preferred to possess a valid Qualified Purchasing Agent (QPA) certification issued by the State Division of Local Government Services, in the Department of Community Affairs or a RPPO (Registered Public Purchasing Official) or RPPS (Registered Public Purchasing Specialist) certification.

Appointees 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 procedures used in making purchases.

Knowledge of methods and standards used in the preparation of purchase orders and specifications.

Knowledge of the types of information needed to complete purchase orders.

Ability to supervise staff in the preparation of purchase requisitions and specifications.

Ability to ensure the accuracy of prices and quality of goods purchased.

Ability to ensure compliance with standards and procedures used in the preparation of purchase orders and specifications.

Ability to review specifications and recommend suitable action.

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.