County of Alameda

DESCRIPTION

Under supervision, assists a team of Procurement & Contracts Specialists or other procurement, contracts or compliance staff with related assignments, to relieve the procurement, contracts or compliance staff of some administrative detail and to perform complex clerical or administrative purchasing- related tasks.

DISTINGUISHING FEATURES

Procurement & Contracts Assistants are located in the General Services Agency and typically work with a team of Procurement & Contracts Specialists under the direction of a Senior Procurement & Contracts Specialist or other higher level procurement and contracting classifications and/or Business Analyst. They perform clerical or administrative tasks related to the processing of purchasing documents. The classification is distinguished from the higher level classifications of Procurement & Contracts Specialist I/II in that assignments are of a less complex nature and employees in this classification act in a supportive role to the procurement, contracts or compliance function.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. As directed, assists with commodity purchases, obtains prices and other related information for requisitions from existing contracts, obtains telephone quotations and places orders on selected items and emergency calls.

2. Researches, collects and compiles data to assist in preparation of bid solicitations, compliance matters, contracts and other selected items.

3. Answers questions from ordering departments concerning product and ordering information, availability, pricing and order status (requires use of department computer). Answers questions from vendors and prospective bidders concerning County requirements.

4. Under direction, interviews salespersons, answers questions, and obtains product information.

5. Assists in the solving of various purchasing problems related to delivery, payment, price discrepancies, incorrect merchandise, processing issues, inadequate service and damaged merchandise.

6. Proofreads prepared specifications, bids and purchase orders for completeness.

7. Develops and maintains statistical records and other reports.

8. Prepares, computes and issues change orders against open purchase orders as directed.

9. Maintains files of procurement and contracting correspondence and documents.

10. Cross-trains with other Assistants.

11. Accumulates, sorts and delivers mail.

12. Assists with purchasing financial system issues, such as system testing and troubleshooting.

13. Maintains databases and data on procurement and contracting website.

14. Assists in the preparation for, and attends bidder’s conferences, business outreach meetings, vendor fairs and other purchasing related events.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of full-time experience in the class of Specialist Clerk, Lead Clerk, or an equivalent or higher-level class in the Alameda County classified service. (Non-classified includes District Attorney’s Office and the Hospital Authority.)

Or II

The equivalent of three years of full-time clerical experience, one year of which was related to fundamentals of buying is desirable. (The equivalent of completion of two years of college with course work in business, marketing or a related field may be substituted for two years of experience.)

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.

Knowledge of:

· Modern office practices and procedures, including business correspondence, filing, typing, data entry and standard office equipment operations.
· Computer skills such as Microsoft Word, Access, Excel, e-mail, Outlook and the Internet.

Ability to:

· Perform basic mathematical procedures, including computing interest, percentages, discount and unit prices.
· Participate in group discussions and individual interviews.
· Communicate effectively orally and in writing.
· Establish priorities and organize time.
· Understand and follow instructions and procedures.
· Read and comprehend general and technical information.
· Analyze simple bids.
· Proofread, learn rules, regulations and terminology of Alameda County Purchasing Department.
· Establish and maintain cooperative working relations.
· Use a variety of computer applications.

CLASS SPEC HISTORY

PR:lm-h Revised: ll/82
Retyped: 3/85
Old doc: 0181h
New doc: 1480.doc
ys/12/00
VH:pf Rev.5/01/01
Csc date: 7/18/01
IB:pf Revise/Retitle 9/3/04
[Old title: Buyer’s Assistant]
CSC Date: 10/13/2004

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.