Procurement Assistant

The Role

Provides administrative support in the Section. Prepares and receives bid documents. Posts and updates bid documents, addenda, and procedures on the corporate website. Provides general information, instructions, and advice regarding purchasing services and the procurement process to client departments, vendors, and associated agencies.  
 

Duties/Responsibilities

• Prepares and types general correspondence, council reports, bid payments and remittances, bid protocols, data, purchase orders, and presentation packages for divisional staff.  
• Reviews purchase requisitions for completeness and creates purchase orders. Notifies clients regarding potential late deliveries and arranges alternate dates. Prepares purchase order and requisition documents and forwards for review and approval. Distributes purchase order copies to vendors and users, and files. Resolves discrepancies between purchase orders and invoices received by accounts payable staff, under direction. Confirms purchase orders up to $2,000. In urgent/emergency situations when staff are unavailable, confirms purchase orders up to $10,000.
• Prepares and distributes bid packages/documents and correspondence. Prepares bid evaluation documents for buyers.
• Drafts newspaper advertisements and addendum letters. Sends advertisements to newspapers and posts on corporate and public buyers association websites. Distributes addenda to registered bidders prior to bid closing.
• Posts and updates bid documents, drawings, and addenda on the website. Provides troubleshooting assistance to vendors accessing the website (e.g., downloading documents, registering as a bidder).    
• Creates, updates, and maintains general and project filing systems (e.g., vendor information, bid documents, legal contracts). Files correspondence and documents. Creates engineering tender numbers. 
• Responds to general inquiries from vendors and staff regarding the purchasing and procurement processes. Refers detailed vendor inquiries to buyers or other staff as needed. 
• Assists staff using the inventory management system and online ordering system for corporate-wide contracts. Registers and updates authorized users with vendor.
• Sends weekly fuel prices to users and updates related data.
• Inputs and compiles information (e.g., inventory management system, Crystal reports, Internet) for divisional staff, and prepares related reports. Maintains and updates purchasing guidelines, procedures, and procurement policy and procedures manual in the division and online, as directed. 
• As departmental records coordinator, oversees information management activities of records assistants in the Department, and approves storage and disposal requests. Acts as records officer for the Division.

Additional Duties/Responsibilities

• Coordinates the bid opening process. Checks and receives bid document submissions per protocol. Receives, retains, and ensures the security of bid submission deposits ($2,000-$500,000). Books committee rooms, arranges for witnesses, and ensures clocks are synchronized for bid closings. Records information (e.g., ranks bids, adds vendors to list) and updates the website.
• Consults legal services to know if bidders are in litigation with the corporation. Returns cheques to vendors once contracts are officially awarded and documents are signed.
• Receives, sorts, and distributes mail. Arranges courier pickup for outgoing bid documents.
• Books appointments for management; occasionally takes and prepares minutes. 
• Provides backup front desk coverage for the Customer Service Assistant (Finance).  
• Maintains office supplies and forms for the Department. Arranges servicing of divisional office equipment and stocks paper and toner.
• Performs related duties as assigned. 

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, protocols, and word processing, acquired through a Grade 12 education plus 3 years of related office experience.
• Knowledge of and ability to comply with policies, procedures, and purchasing by-law.  
• Organizational and problem solving skills to prioritize work, meet deadlines, ensure reports, minutes, and correspondence are prepared and distributed on time, and understand and comply with Council recommendations, purchasing and accounts payable procedures, purchase order systems, and budget control processes.
• Communication skills to respond to inquiries regarding processes and procedures, bid document information (e.g., closing dates, contact information); provide instructions to vendors accessing the website; and participate as an effective team member.
• Ability to read and understand purchasing contracts, bid documents, purchase documents, policies and procedures, and data to prepare spreadsheets and provide information. Ability to complete purchase orders, and write letters, memorandums, addendum records, and standard correspondence per instructions. Ability to record accurate vendor information.
• Computer skills with ability to use programs such as Microsoft Office, the internet and corporate website, computerized inventory management systems (e.g., Oracle), and an online bidding platform. 
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.