Purchasing Assistant (W0009)

Title: Purchasing Assistant (W0009)

State Role Title: Administrative & Office Specialist III

Hiring Range: $19.00 - $21.00 hourly

Pay Band: 3

Agency: Department of Fire Programs

Location: Dept of Fire Programs

Agency Website: www.vafire.com

Recruitment Type: General Public - G

Job Duties

About the Organization

The Virginia Department of Fire Programs enhances safety in the Commonwealth by providing supplemental funding, training, fire prevention, and life safety education along with statewide fire code enforcement.

About the Position

The Purchasing Assistant provides operational support to the Procurement Branch by assisting the Branch in meeting its administrative and procurement needs while following all rules and regulations mandated by the Virginia Public Procurement Act, and the Commonwealth of Virginia Agency Procurement and Surplus Property Manual. Specifically, this position will be responsible for performing functions such as but not limited to requesting quotes; submitting requisitions; receiving orders; processing invoices and billing transactions; and performing expenditure reconciliations. This position is also responsible for filing paper and electronic records and maintaining records according to retention standards; greeting visitors and providing customer service; and promptly answering telephone and email inquiries. The incumbent of this position must also meet all training requirements according to state procurement guidelines and policies while employed.

Minimum Qualifications

• Experience demonstrating general knowledge of administrative support practices, processes, and procedures.
• Experience demonstrating the ability to follow directions, perform a variety administrative support task, read, and interpret information, and apply information accurately.
• Experience performing basic math calculations, performing data entry, and maintaining electronic/physical files.
• Experience communicating verbally with the ability to provide customer service by phone or in person to internal and external stakeholders.
• Experience communicating in writing with demonstrated ability to create grammatically correct emails or similar types of documents.
• Experience demonstrating the ability to work independently, perform work requiring attention to detail, and prioritize competing tasks in a fast-paced deadline driven environment.
• Ability to operate a personal computer with the knowledge of Microsoft Office Suite (Word, Excel, Access, Outlook, and or related applications).

Additional Considerations

• A work history demonstrating experience purchasing goods/services for a business organization.
• Experience demonstrating the ability to negotiate with vendors or similar clients.
• Certification: Virginia Contracting Assistant (VCA) certification, Virginia Contract Officer (VCO) certification, and/ or Certified Professional Public Buyer (CPPB) certification.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

This position may work up to 29 hours a week, but no more than a maximum of 1500 working hours allowed in a 12-month period from May 1 to April 30. This position does not possess benefits.

State applications will only be accepted as submitted online by 11:55 pm on the closing date through the Recruitment Management System (RMS). Applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State applications and or in resumes. The decision to interview an applicant is based on the information provided in the application, resume, or other relevant documents provided; therefore, it is essential for applicants to supply detailed information. Submitting an incomplete state application/resume, or a state application/resume lacking in detail, may impact your interview eligibility. This website will provide a confirmation of receipt when the application is submitted successfully. Please refer to “Your Application” in your RMS Account to check the status of your application for this position.

You may apply for this position at: Home (virginia.gov). Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please contact Ethel White at (804) 249-1992 for assistance. VETERANS, PEOPLE WITH DISABILITIES, AMERICORPS, PEACE CORPS, AND OTHER NATIONAL SERVICE ALUMNI ARE ENCOURAGED TO APPLY.

Equal Opportunity Employer

Contact Information

Name: Taris Harmon

Phone: 804-292-6482

Email: taris.harmon@dhrm.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.