ADMINISTRATIVE ASSISTANT – PURCHASING

Job Announcement

Job Announcement 20260119 Administrative Assistant - Purchasing
CLOSING DATE: Open Until Filled
APPLY ONLINE AT LONGMONTCOLORADO.GOV/JOBS
Department: Shared Services
Division: Purchasing & Contracts

Hiring Range: $26.74 - 29.71/hour
Monday - Friday, 8:00 AM - 5:00 PM
Regular Full-time with Benefits
Benefits include: Medical, Dental, Vision, Flex Spending, Defined Benefit Pension
Plan, 401(a) Money Purchase Plan, Life & Survivor, Term Life & AD&D, Long Term
Disability, Bereavement, Jury & Witness Duty, FMLA, Military Leave, Parental and
Caregiver Leave, Sick, Vacation at start of employment, Holiday pay, EAP, Tuition
Assistance.
Other benefits: Optional, employee elected, voluntary benefits are available.
Open Until Filled positions may close without advance notice. To be considered, please
apply as soon as possible.

Definition:
Under the direction of the Purchasing & Contracts Manager, perform administrative and clerical
duties for the Purchasing & Contracts Office. This position performs administrative functions to
support the staff and the processing functions of the Purchasing and Contracts Division. Perform
administrative and customer service duties to achieve operational goals and objectives.
Principal Duties:
• Assist staff with maintaining division records and assist with fulfilling open records
requests for Purchasing & Contracts.

• Maintain compliance with retention policies. Archive, destroy, and report division
records in accordance with the applicable retention schedule.
• Assist vendors with questions about registering in the City's financial system and e-
procurement platform (SOVRA Bidnet Direct). Provide information to vendors on how to
do business with the City.
• Process new vendor requests and maintain the City's vendor database. Provide accurate
entry of W-9 information in vendor records and coordinate with the Accounting division
to resolve vendor tax ID and W-9 issues.
• Meet with walk-in customers and answer phones as needed. Help monitor and respond
to inquiries in general division email inboxes.
• As needed and assigned, assist with division programs and events.
• Track insurance certificate expiration dates, follow up on expiring certificates, and file
updated certificates in our electronic database.
• Work with division staff to ensure files are organized, complete, and consistent.
• Assist with tracking contract dates to ensure renewals, extensions, and amendments are
completed timely and files are properly closed-out upon completion of contracts.
• Assist with day-to-day activities for the City's Purchase Card program, including
cardholder support, basic monitoring activities of program spend, and other support as
may be required.
• Order and maintain inventory of office and other departmental supplies and furniture
for the Purchasing & Contracts Office. Compare different vendors and prices and review
account budgets before purchasing items.
• Assist with scheduling meetings for Purchasing and Contracts staff, often involving
multiple participants both inside and outside the organization.
• Assist with conducting reference checks related to City procurements.
• Respond to routine internal and external customer service needs and calls including
procurement process status updates, customer follow-up, and data entry. Provide
general information as well as response to specific customer questions requiring
additional research. Route inquiries appropriately for more complex matters and
interpretation issues. May perform reception duties.
• Assist with scheduling and managing trainings, certifications, meetings, and travel
arrangements. Prepare travel authorizations and expense reports.
• Order and maintain inventory of office and other departmental or facility supplies and
equipment. Schedule repairs on office equipment. Track expenditures.
• Maintain office filing and records systems, electronic and paper format, as required per
retention schedule for those records. Assemble information upon request.
• Assist in process improvement, development, and documentation.
• Update, proofread and work with a variety of staff as necessary to compile materials for
operations including general responses and content, standardized documents and
forms. Compose original correspondence and written responses upon request.

Working Environment:
Work is generally performed in standard office environment. Frequent use of technical office
equipment including personal computer, document preparation equipment, telephone, and fax
machines. May involve frequent exposure to stress associated with varied, complex tasks. May
be required to work long or non-traditional hours to fulfill organizational needs, projects, or
special circumstances. Exposure to frequent interruptions. Work involves working alone, as well
as working closely with others. Work involves occasional moderate (under 30 lbs) lifting and
carrying. Physical requirements include frequent use of fingers, use of both hands, sitting,
correctable vision, hearing, speaking and writing; occasional light and moderate lifting, light and
moderate carrying, reaching, walking, standing, bending, stooping, twisting, kneeling, squatting,
and driving. Mental requirements include frequent reading of documents, use of confidentiality,
problem solving, detailed work, math, reasoning, verbal and written communication, customer
contact and multiple concurrent tasks.
Qualifications:
Any combination of education and experience equivalent to secretarial or office administration
coursework. Prior experience with procurement, commercial card programs, or contracting is
desirable.

We're committed to building a team that reflects the diversity of the communities we serve. The
City may consider an equivalent combination of knowledge, skills, education, and experience to
meet minimum qualifications, and encourages all candidates to apply and help us achieve our
goal of creating an inclusive and equitable workplace.
Selection The selection process will include complete job description review, personal interview,
background investigation, criminal background check, and substance screening.

DEADLINE: Open Until Filled An ONLINE APPLICATION is required. This job is Open Until Filled. The online application
process is available for this position on our website at www.longmontcolorado.gov/jobs.
Resumes will be accepted in lieu of the full City Application; however, they must be submitted
via the City application site for consideration. Open Until Filled positions may close without
advance notice. To be considered, please apply as soon as possible. For more information,
call (303) 651-8609.
The City of Longmont is an equal opportunity employer. The City affirms its commitment to diversity and to
complying with all applicable federal, state, and local laws regarding nondiscrimination in employment. The City will
not discriminate against any person in recruiting, examining, appointing, hiring, training, placement, termination,
layoffs, recall, transfer, leave of absence, promoting, compensating, retaining, disciplining, or any other personnel
action on the basis of age, race, color, creed, religion, sex, sexual orientation, gender identity or expression, national
origin, ancestry, genetic information, marital status, veteran status, status with regard to public assistance, physical or
mental disability, or any other characteristic protected by federal, state, or local law, except when any of these

categories constitutes a bona fide occupational qualification (i.e., an actual qualification for performing a job). If you
need special assistance in the selection process, please contact the Human Resources Department in advance to make
arrangements.

AN EQUAL OPPORTUNITY EMPLOYER
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