Detroit Procurement Assistant - Administrative Special Services Staff II - ARPA
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Detroit Procurement Assistant - Administrative Special Services Staff II - ARPA
Salary
$49,999.00 - $52,000.00 Annually
Location
Coleman A Young Municipal Center, MI
Job Type
Appointed-Directors-Discretion of Mayor/Leg Body
Remote Employment
Flexible/Hybrid
Job Number
202504929102DJ-CP
Department
ARPA STAFFING
Division
ARPA Staffing
Opening Date
06/12/2025
Bargaining Unit
9801-Administrative Special Service-Non-Exempt
Description
Benefits
Questions
Description
The City of Detroit is currently accepting applications for a Detroit Procurement Assistant - Administrative Special Services Staff II (ARPA) - to work in the Contracts and Procurement division of the Office of Chief Financial Officer.
The Detroit Procurement Assistant is an experienced level paraprofessional within the City of Detroit Office of the Chief Financial Officer that requires limited direction and supervision. The Procurement Assistant conducts complex duties and responsibilities to support the Office of Contracting and Procurement. The key services provided include, but are not limited to: verifying the accuracy and completeness of the purchasing contract; providing support to Contracting and Procurement Specialists during bid solicitation; ensuring delivery schedules are met; maintaining records and files; understanding market conditions that impact purchase decisions; and processing payments and automatic requisitions. Procurement Assistants may use ERP Cloud applications to assist Contracting and Procurement Specialists with various purchasing functions.
Examples of Duties
Plans, assigns, and coordinates the work of Procurement Assistants I, II and other clerical and administrative staff
Performs ERP Cloud applications that impact assigned operations including other technology applications that are introduced over time
Prepares purchase orders and send copies to suppliers and to departments originating requests
Determines if inventory quantities are sufficient for needs, ordering more material when necessary
Responds to customer and supplier inquiries about the order status, changes, or cancellations
Contacts suppliers to schedule or expedite deliveries and to resolve shortages, missed to late deliveries, and other problems
Reviews requisition orders to verify accuracy, terminology, and specifications
Prepares, maintains, and reviews purchasing files, reports, and price lists
Compares prices, specifications, and delivery dates to determine the best bid among potential suppliers
Tracks the status of requisitions, contracts, and orders
Calculates costs of orders, and charge or forward invoices to appropriate accounts
Checks shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications
Compares supplier bids with bids and purchase orders to verify accuracy
Approves bills for payment
Maintains bidder mailing lists by adding or deleting vendor information in the system
Assembles contract file information and enters purchase order or contract data into a management information system
Contacts personnel to obtain written verifications relating to shipment, delivery, receipt, and/or payment of item
Supports Contracting and Procurement Specialists by monitoring the work progress and the delivery status of contracts for made-to-order items, items with a shelf life, or buys of similar difficulty
Locates suppliers using sources such as catalogs and the internet and interviews them to gather information about products to be ordered
Sorts, compiles, @types, and distributes requisitions, contracts, orders, modifications, and other documents
Performs special projects and other duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES
Broad knowledge of procurement regulations, procedures, and policies related to one or more procurement phases or functions to do experienced level work:
Various steps and procedures required to provide a full range of procurement support related to recurring or standardized buys for commonly used supplies or services (e.g., pre-award functions might include maintaining source lists, assembling simple solicitation packages, responding to recurring questions from vendors, and preparing amendments to solicitations)
Various procurement processing procedures to support purchase transactions that involve the use of different forms and the application of different procedures (e.g., knowing how to process orders involving the use of imprest fund accounts, bank cards, delivery orders, purchase orders, and simple contracts)
Functional areas, such as supply or finance, to investigate and resolve errors of shipment overage or shortage, delays, incompatible information, or other similar discrepancies using well-established approaches
One or more automated databases associated with a specific procurement function sufficient to input a range of standard information or adjustments, understand recurring error reports and take corrective action, and generate a variety of standard reports
Frequently used and clearly stated procedures and regulations to respond to recurring questions from vendors, agency or activity personnel, customers, and others
Administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
Principles and processes for providing customer service
Enterprise resource planning systems for finance, budget, general ledger, human resources, and other management systems and software programs
Skill in:
Use of personal computers to perform a wide range of activities including but not limited to Internet searches, basic research, and other functions in support of budget and accounting operations
Use of Microsoft Office (e.g. Word, Excel, Access, PowerPoint) and other office suite software packages
Use of Excel (e.g. Formulas, Pivot Tables, Vlookup, Hlookup, other functions, charts, tables) and other financial management software packages functionality
Use of large, complex, multi-departmental financial systems, and demonstrate the knowledge required to interpret resulting financial and accounting reports, summaries, and budgets
Understanding written sentences and paragraphs in work related documents
Talking to others to convey information effectively
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
Communicating effectively in writing as appropriate for the needs of the audience
Considering and identifying the relative costs and benefits of potential actions to choose the most appropriate one
Using mathematics to solve problems
Ability to:
Listen to and understand information and ideas presented through spoken words and sentences
Communicate information and ideas in speaking so others will understand
Read and understand information and ideas presented in writing
Tell when something is wrong or is likely to go wrong
Apply general rules to specific problems to produce answers that make sense
Arrange things or actions in a certain order or pattern according to a specific rule or set of rules including patterns of numbers, letters, words, pictures, and mathematical operations
Speak clearly so others can understand you
See details at close range
Add, subtract, multiply, or divide quickly and correctly
Interact effectively with senior leadership, subordinates, department personnel, and others with tact and diplomacy
Work as part of a team
Minimum Qualifications
EDUCATION AND EXPERIENCE (position requirements at entry)
Associates degree or better
5+ years experience in Procurement (Public Procurement experience preferred)
Experience with directly procuring commodity and services contracts with evidence of progressive responsibility
Equivalent combinations of education and experience may be substituted to meet the education and experience requirements of this position.
ESSENTIAL REQUIREMENTS
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
Environmental Working Requirements:
Work is performed in an office or plant environment with exposure to computer screens and noise
Supplemental Information
SUPERVISORY CONTROLS
The supervisor or other designated authority assigns work with standing instructions on objectives, priorities, and deadlines, and provides guidance for unusually involved situations.
The Procurement Assistant plans and carries out successive steps necessary to perform procurement support tasks and uses accepted practices or procedures to resolve problems and deviations. Problems include, for example, orders for large or small purchases that cannot be assembled, processed, monitored, or otherwise acted on using standing procedures or practices. This may result because of the specialized nature of the item or problems, the existence of various conflicting documentation, the lack of documentation or information available, or other conditions.
The supervisor reviews completed work for technical soundness, appropriateness, and conformity to policy and requirements. The methods used to complete the assignment are not usually reviewed in detail.
GUIDELINES
A number of established procedures and specific guidelines are available in the form of desk procedures, commercial catalogs, manuals, specific acquisition regulations, precedent actions, and coding and processing manuals. For ERP application purposes, the Procurement Assistant may reference ERP Cloud user manuals, policies, and procedures.
Because of the number and similarity of guidelines and work situations, the Procurement Assistant must use judgment to identify and select the most appropriate procedures to use, choose from among several established alternatives, or decide which precedent actions to follow as a model. There may be omissions in guidelines, and the Procurement Assistant is expected to use some judgment and initiative to handle aspects of the work not completely covered (e.g., when responding to vendor questions or organizing daily tasks). The Procurement Assistant refers situations requiring significant judgment to the supervisor or others for guidance or resolution.
COMPLEXITY
The work involves performing related procedural duties in processing procurement transactions. For example, purchase request processing may include verifying various codes and item information, checking calculations, assembling the appropriate order and document control forms, entering data into automated or manual files, and distributing documents to the appropriate personnel.
The Procurement Assistant makes decisions, such as how to sort incoming documents, locate and assemble information, and correct errors based on a review or knowledge of similar cases or samples, or by selecting from among other clearly recognizable alternatives. The Procurement Assistant considers factors such as the appropriate format, content, or processing requirements for each transaction. For example, when investigating a few routine item or payment discrepancies, the Procurement Assistant considers which established approach best fits the circumstances.
Actions taken are similar although the specific pattern of actions taken may differ (e.g., order and kinds of contacts made, reference sources checked, corrections made) depending on the given discrepancy and the information present in procurement or other files.
SCOPE & EFFECT
The purpose of the work is to perform a range of procurement support tasks that are covered by well-defined and precise program procedures and regulations.
Work products, in the form of corrected errors, assembled orders and contracts, or records of contacts and discussions about status or delays affect the accuracy and reliability of the work of contracting and procurement specialists and personnel in related functions. For example, correcting data in automated or manual records enables others to base decisions on accurate information.
PERSONAL CONTACTS
Contacts are with employees in the same agency, but outside the immediate organization. For example, contacts may be with personnel in supply, finance, contracting, and engineering offices. Contacts also may be with employees in other agencies who are providing requested information.
AND/OR
Contacts are with members of the general public in a moderately structured setting. For example, contacts may be with contractors who are explaining reasons for delays or who are attempting to expedite urgently needed items, or with sales representatives who are interested in doing business with the activity.
PURPOSE OF CONTACTS
The purpose of the contacts is to plan and coordinate actions to correct or prevent errors, delays, or other complications occurring during the procurement cycle. This may involve obtaining a vendor's cooperation in submitting paperwork or other information, requesting personnel to correct errors in documentation or data entry, or assisting contractors in locating sources, raw materials, or equipment.
PHYSICAL DEMANDS
The work is characterized as sedentary. Typically, Procurement Assistants sit comfortably to do their work, interspersed by brief periods of walking, standing, bending, carrying of papers and books, and extended periods requiring the use of computer terminals to accomplish work objectives. Some work may require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the work site.
WORK ENVIRONMENT
Work is performed in a comfortable office environment, which is appropriately lighted, heated, and cooled. The work environment contains no significant hazards. The Procurement Assistant may encounter individuals that are upset if they are not awarded a particular contract.
During extended periods each year, Procurement Assistants may be required to work considerable overtime.
Appointment term is based upon availability of grant funds.
Medical Plan Offering for Administrative Special Services Employees
The City of Detroit is pleased to continue to provide a medical plan option to our Administrative Special Services Employees for the 2020 plan year. This plan is provided by Blue Care Network of Michigan and utilizes their PCP Focus Network. This plan provides you with the opportunity to receive an enhanced level of benefits and pay less out of your paycheck for your medical plan. There are two important requirements that you should consider and understand if you should decide to enroll in this plan. You will have to choose a primary care physician that serves within the PCP Focus network. This primary care physician coordinates your care. The network includes over 22,000 Primary Care Physicians. There are also Wellness Requirements that you (the subscriber) must meet in order to remain in the enhanced level of benefit.
Administrative Special Services Staff (Exempt) are eligible for the following benefits:
CURRENT SICK LEAVE - Granted (3) months of continuous service. (1) day per month, not to exceed (12) days per year.
VACATION - Granted (1) day per pay period, not to exceed 20 days per fiscal year
PAID HOLIDAYS - Granted if paid for 600 straight time hours in the (12) months prior to the holiday
MILEAGE REIMBURSEMENT - Granted on same basis as regular employees.
WORKERS COMPENSATION - Covered by applicable laws.
UNEMPLOYMENT COMPENSATION - Covered by applicable laws.
HOSPITALIZATION - You are eligible to purchase healthcare benefits for yourself and your dependents under a group rate. You will be responsible for the full premium, no employer contribution will be applied. Please review the Health Care Plan Options Booklet for more detailed information.
This position is not eligible for the City Pension Plan, dental, vision, optical, death, life, disability, funeral, reserve sick or jury duty.
Administrative Special Services Staff (Non-Exempt) are eligible for the following benefits:
CURRENT SICK LEAVE - Granted (3) months of continuous service. (1) Day per month, not to exceed (12) days per year.
VACATION - Granted on the following basis:
Terms of Service Vacation leave Earned
Less than 6 months None
After 6 months & (1000 work hours)5 days
After 1 year An additional 5 days
2-5 years 10 days
6-7 years 11 days
8-9 years 12 days
10-12 years 13 days
15- years15- years
PAID HOLIDAYS - Granted if paid for 600 straight time hours in the (12) months prior to the holiday
OVERTIME - Granted on same basis as regular employees.
MILEAGE REIMBURSEMENT - Granted on same basis as regular employees.
WORKERS COMPENSATION - Covered by applicable laws.
UNEMPLOYMENT COMPENSATION - Covered by applicable laws.
HOSPITALIZATION - You are eligible to purchase healthcare benefits for yourself and your dependents under a group rate. You will be responsible for the full premium; no employer contribution will be applied. Please review the Health Care Plan Options Booklet for more detailed information.
This position is not eligible for the City Pension Plan, dental, vision, optical, death, life, disability, funeral, reserve sick or jury duty.
01
Education: Do you have an Associate degree or higher?
Yes or No
02
Do you have at least 5 years of experience in Contracts and/or Purchasing or Procurement?
Yes or No
03
What resources do you use to manage your time efficiently?
Required Question
Employer
City of Detroit
Address
Coleman A. Young Municipal Center 2 Woodward Ave ste 316 Detroit, Michigan, 48226
Website
http://www.detroitmi.gov/Detroit-Opportunities/Find-A-Job
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