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Contract/Purchasing Technician I ID - 12562

About the position

The Contract/Purchasing Technician I position is an entry-level role within the Purchasing and Contract Technician series, designed for individuals who are driven financial professionals eager to contribute to the financial success of Menifee. Under general supervision, the incumbent will coordinate and perform a variety of procurement duties, which include purchasing materials, supplies, equipment, and services. This role also involves providing technical support, information, and assistance to various City departments regarding purchasing specifications and contract requirements. The technician will engage in routine financial duties and related work as required, ensuring compliance with established purchasing procedures and policies. As part of the responsibilities, the technician will receive and review requisitions, purchase orders, and invoices, checking records for accuracy and proper signatures. They will maintain requests for proposals, specifications, and bid packages, and place orders with vendors while following up on any exceptions or issues that arise. The technician will monitor databases to track purchasing information for each department, including completed purchase orders, open contracts, and vendor evaluations. Additionally, they will perform clerical tasks related to maintaining purchasing files and vendor correspondence, ensuring that all documents align with the City's specifications and interests. The role requires the technician to solicit and compile data for purchasing purposes, assist departments in determining reorder points, and answer routine questions from vendors and the public regarding City purchasing requirements. The technician will prepare and enter purchase requisitions for approval, distribute purchase orders, and utilize standard word processing and spreadsheet software to enter and retrieve information. Overall, this position is crucial for supporting the City’s procurement processes and ensuring efficient operations across departments.

Responsibilities

  • Procures supplies, materials, services, and equipment for the operation of the City, ensuring compliance with procurement policies.
  • Receives and reviews requisitions, purchase orders, and invoices; checks records for accuracy and proper signatures.
  • Maintains requests for proposals, specifications, and bid packages for purchasing.
  • Places orders with vendors and follows up on exceptions, issues, and problems.
  • Monitors databases to track purchasing information, including completed purchase orders and vendor evaluations.
  • Performs clerical tasks related to maintaining purchasing and vendor files.
  • Works with departments to ensure documents are consistent with the City's specifications.
  • Interviews vendors and reviews catalogs to secure competitive quotes.
  • Solicits and compiles data for purchasing purposes, obtaining prices and product information.
  • Assists departments in determining reorder points and order quantities for materials.
  • Answers routine questions from vendors and the public regarding purchasing processes.
  • Prepares and enters purchase requisitions for approval; distributes purchase orders to vendors and City staff.
  • Enters and retrieves information using standard software applications.
  • Reviews source documents for accuracy and compliance with rules and regulations.
  • Confers with departments to provide status of requisitions and explain purchasing procedures.

Requirements

  • Equivalent to graduation from high school supplemented by college coursework in accounting, finance, or a related field.
  • Two (2) years of experience in general accounting or purchasing.
  • Knowledge of principles and common purchasing practices, legal terminology, and budgetary controls.
  • Ability to interpret and apply policies, procedures, laws, and regulations related to purchasing.
  • Proficiency in modern office practices and computer applications, including word processing and spreadsheets.

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Nice-to-haves

  • Experience with municipal purchasing practices.
  • Familiarity with financial transaction reconciliation. 
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