PURCHASING ASSISTANT (State)
In New Jersey, Purchasing Assistant is filled through the competitive process: candidates take a civil service exam and are hired off a ranked list, not picked at will.
Qualifying turns on an associate's degree. The FY 2027 range lands between $53,282 and $77,371, and state payroll currently lists about 15 people in the title, led by Law and Public Safety.
How to apply
This title is filled by competitive examination.
See every real route in, and where to apply. 6 agencies employ it. We don't track live vacancies.
See all 6 employers and how to apply →Who employs this title
Purchasing Assistant appears on the State payroll at 7 departments, most of them at Department of Law & Public Safety.
State departments
State payroll and independent authority payroll are separate systems and are never merged. See data sources.
Who employs this title
State payroll records show 15 people working under this title. The median actual salary is $58,462. The agencies employing the most are:
- Law and Public Safety (4)
- Health and Senior Services (4)
- Corrections (2)
- Environmental Protection (2)
Counts from NJ YourMoney agency payroll. See statewide workforce analytics.
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 the direction of a supervisory officer in a state department or agency, performs highly complex technical functions related to purchasing; does related work as required.
Examples of work
- Assists a professional buying staff in completing complex technical calculations on procurement matters and in the processing of orders for the purchase of commodities.
- Prepares detailed applications for submission to the State Purchase Bureau, Department of Treasury, for all office materials, and services.
- Reviews previous departmental using agency fiscal year expenditures in specifically assigned commodities; performs complex calculations in arriving at budget figures; and prepares, or oversees the preparation of, blanket obligations for the new fiscal year using these figures.
- Prepares, or oversees the preparation and distribution of, waiver documents, contact award notices, and bid proposals.
- Solicits and documents vendor price quotations and authorizes awards to the lowest bidder; recommends acceptance or rejection of vendor bid proposals based on established purchasing regulations.
- Interviews salespeople and vendors, maintains liaison with the simple commodity specifications or equipment to be purchased for submission of vendor proposals.
- Resolves problems regarding requisitions, ordering and/or shipment of items by contracting vendors, stockroom, other operating division staff, or the Office of Finance and Accounting.
- Oversees the review and processing of all department travel requests; oversees the preparation of monthly purchasing production reports for top management.
- Supervises and/or oversees the automated Procurement Information System utilizing the IBM PC XT and program designed by professional staff involving daily input of purchasing information, status or orders, accounting information and vendor categories.
- Maintains up-to-date master catalog file to be used for stock inventory-cost chargeback system.
- Prepares purchasing related correspondence and maintains essential records and files.
- May be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Education
Completion of 60 semester hours at an accredited college.
Experience
Two (2) years of responsible technical, clerical experience in assisting professional staff in the purchase of equipment and supplies, or in maintaining purchasing records.
License
Appointee 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, skills and abilities
- Knowledge of accounting and purchasing methods, practices, procedures, and routines, and of modern office equipment applications.
- Knowledge of modern data processing equipment and software related to purchase processing activities.
- Knowledge of the problems involved in making estimates of items and quantities needed by the varied units.
- Ability to acquire knowledge of state purchasing procedures, and practices, the regulations of the State Purchase Bureau pertaining to purchase matters and the specialized and the specialized and particular needs of the division in the field of office equipment, materials, and supplies.
- Knowledge of the preparation of leases and agreements for office machines and equipment.
- Knowledge of stock control and inventory records systems.
- Ability to comprehend modern purchasing practices and organizational policies and procedures.
- Ability to correct the basic information required and to prepare detailed applications for the purchase of items needed by the Division.
- Ability to interview salespeople and vendors and interpret complex, technical procurement information.
- Ability to prepare detailed specifications for needed office machines and equipment.
- Ability to analyze procurement problems, to collect and evaluate data and to prepare clear, concise, technically sound reports.
- Ability to effectively communicate with professional and clerical staff, vendors, and the state employees related to purchasing matters.
- Ability to organize assigned purchase work and develop effective work methods.
- Ability to survey the need for and prepare recommendations for the purchase of office equipment, materials, and supplies.
- Ability to comprehend and interpret the regulations established by the Department and the State Purchase Bureau for the procurement of needed equipment, materials, and supplies.
- Ability to prepare correspondence to vendors and users.
- Ability to provide guidance and instruction to clerical employees
- Ability to coordinate the maintenance of essential purchasing files and records.
- Ability to prepare clear, sound, accurate and informative statistical, financial and other reports.
- 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.
Note
Applicants who do not possess the required sixty (60) semester hours may substitute additional experience as indicated above on a year-for-year basis.