PRINCIPAL PURCHASING ASSISTANT

Code: 02847 Local Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction, has charge of, supervises, and participates in the work of a unit engaged in the requisitioning or purchasing of materials, supplies, and services; does related work as required.

Examples of work

• Receives, reviews, and approves vendors 'claims prior to submission to the purchasing agent, and, after purchase orders have been prepared, supervises the posting of purchase order information into purchase ledgers.
• Receives, reviews, and approves vendors' claims and forwards them to the purchasing agent.
• Supervises the checking and posting of vendors' claims.
• Oversees the receiving and storage of materials and supplies.
• Maintains liaison with vendors and the purchasing agent on prices, errors, and complaints on delivery.
• Maintains liaison with unit heads and confers with them regarding their needs for materials and supplies.
• Suggests the use of substitutes or alternative products.
• Arranges for the direct purchase of items which do not require the advertising of bids by the purchasing agent.
• May be responsible for preparing routine purchase specifications.
• Interviews sales representatives who have been authorized by the purchasing agent and makes recommendations for purchases.
• Receives budgetary estimates for purchases requested by unit heads, and consults with the department head as to what purchases should be approved or reduced based on past performance.
• Compiles data required for the preparation of the budget.
• Attends budgetary hearings.
• Reviews budgetary appropriations for materials and supplies and advises the department head as to over expenditures or the need for additional appropriations.
• Supervises the maintenance of a perpetual inventory.
• Schedules work to be accomplished and gives suitable assignments
• Will be required to learn to utilize various types of electronic and/or manual recording information systems used by the agency, office or related unit.

Experience

Three (3) years of experience in the preparation and processing of requisitions and/or in the purchase of equipment, materials, and/or supplies.

License

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 essential duties of the position.

Knowledge, skills and abilities

• Knowledge of methods and procedures involved in the requisitioning and/or purchasing of equipment, materials, and supplies.
• Ability to supervise assigned employees.
• Ability to comprehend and analyze complex supply problems and the particular needs of the various units.
• Ability to deal effectively with sales representatives and vendors.
• Ability to supervise the preparation and/or prepare suitable reports.
• Ability to establish and maintain appropriate records and files.
• Ability to learn to utilize various types of electronic and/or manual recording 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.

Note

The 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.