Administrative/Buyer Assistant Position (Purchasing Department)

POSITION SUMMARY:

This position provides administrative, organizational, and operational support to the Purchasing Department.  The role coordinates daily office activities, maintains documentation and contract files, supports contract intake and routing, and ensures clear, timely communication with internal stakeholders and external vendors.  As a backup Buyer, the position assists with purchasing tasks, including preparing requisitions and purchase orders, obtaining quotes per policy thresholds, following up with suppliers, and ensuring adherence to County procurement procedures and audit requirements. 

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Provide comprehensive administrative support, including scheduling, recordkeeping, mail processing, document preparation, and filing to ensure smooth department operations. 
• Maintain organized electronic and physical files, and manage department logs, trackers, and routine reports.
• Assist with contract intake, tracking, routing for review and approval, and maintain complete and accurate contract files. 
• Monitor workflow milestones and provide timely status updates to staff and stakeholders.
• Serve as a backup Buyer and prepare and submit requisitions and purchase orders in the County ERP system.
• Coordinate supplier communications for quote requests, confirmations, delivery follow‑ups, and assist in routine purchasing decisions in alignment with County procurement procedures. 
• Resolve routine procurement issues such as documentation gaps, purchase order modifications or cancellations, receiving updates, and support audit readiness by ensuring complete and compliant records.
• Ensure compliance with County procurement policies, contract administration procedures, records retention standards, and audit requirements. 
• Assist with drafting, updating, and organizing department standard operating procedures.
• Support responses to Right to Know Requests.
• Communicate professionally with internal departments and vendors to facilitate timely, accurate information sharing and issue resolution. 
• Provide logistics support and assist with special projects as assigned by the Director and/or Deputy Director.

MINIMUM EDUCATION AND EXPERIENCE:

• Associate’s Degree in Business Administration, Public Administration, or closely related subject.
• Four years of experience in advanced administrative office experience.
• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrate strong organizational and follow‑through skills, with the ability to plan, prioritize, and complete assignments independently. 
• Detail oriented, proactive, and able to manage multiple tasks effectively.
• Working knowledge of ERP systems for requisitions, purchase orders, receiving, and reporting, or a strong willingness and ability to learn. 
• Analytical thinking and sound judgment, with the ability to interpret and consistently apply basic procurement procedures. 
• Advanced proficiency in Microsoft Office Suite applications, including Word, Excel, and PowerPoint, with the ability to produce clear, accurate documents and spreadsheets. 
• Excellent oral and written communication skills, along with strong interpersonal abilities to build effective working relationships with staff, County departments, vendors, and the public. 
• High ethical standards and a commitment to confidentiality.
• Ability to follow written and verbal instructions with precision and initiative.
• Ability to meet deadlines and manage time effectively.
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, and reaching with hands and arms.  Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 40 pounds a distance of 15 feet or less.

WORKING ENVIRONMENT:

Normal cubicles and individual office environment. Work is primarily performed during regular business hours; however, occasional evening or weekend work may be required based on the department’s needs. Travel within the assigned service area may be required. The position may require working in moderately noisy to loud environments, including cubicles and communal workspaces, and participating in frequent collaborative team meetings. The work environment may include a fast-paced setting with frequent interruptions, changing priorities, and interactions with employees, the public, and other stakeholders. 

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.