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Clerical Assistant - Procurement

Position: Clerical Assistant - Procurement
Classification: Full-Time Non-Exempt 
Department: Finance
Reports to: Director of Procurement
Salary Range: $15.00 per hour  -  $19.23 per hour


Position Summary:

This is a technical position to provide basic routine administrative support work relating to the purchasing function. The position is responsible acquiring services, supplies, and goods as required in accordance with established HUD procurement methods, bid laws, and the Authority policies.   The responsibilities include: the submission of invitation to bid; review, analysis, and purchase of supplies, services, and goods; review of methods of acquisition; and preparation of purchase orders and related documentation.

The statements contained here reflect general details as necessary to describe the principal functions of the job, the level of knowledge and skills typically required and the scope of responsibility.  It should not be considered as an inclusive listing of work functions or requirements.  Individuals may perform other duties as assigned.


Duties and Responsibilities:

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

  • Checks and reviews market sources and vendors to ensure most cost effective and competitive pricing for the purchase of commodities.
  • Determines and reviews methods of acquisition including method, time and place, and courier as appropriate.
  • Creates files and updates vendor files and related documentation.
  • Prepares invitation to bid and requests for proposals and/or quotes from vendors.
  • Submits advertising of bids to newspapers and corporations and vendors as appropriate.
  • Receives, reviews, and determines compliance with requirements of bids or proposals.
  • Reviews, monitors and performs follow-up bids and purchases to ensure continued compliance with contracted vendors, and provides direction accordingly.
  • Reviews bids, contracts and related documentation to verify for accuracy and completeness.
  • Generates and files departmental related reports or documents relating to the Department's purchasing functions.
  • Maintains up-to-date vendor relationships and customer service with vendors and end-users.
  • Maintains current knowledge of trends and developments regarding governmental purchasing procedures, regulatory changes, and new technologies.
  • Maintains files and scan (bids and contracts) documents.
  • Performs other related purchasing duties as may be assigned to assist the Procurement Officer in the daily operations and functions of the Authority.

Supervisory Authority

No supervisory authority

Supervision Provided

Operates under the direct general supervision of the Director of Procurement.

Knowledge, Skills, and Abilities Required

Knowledge of:

  • Accepted purchasing principles, established procedures, departmental guidelines, and regulatory requirements application to the work.
  • Current principles, practices and methods of public sector purchasing.
  • Principles and practices of marketing.
  • Electronic procurement data processing systems.
  • Management operations and quantitative analysis techniques applicable to procurement functions.
  • Current purchasing statues, regulations, policies, procedures, and programs.
  • Commonly used business software for personal computers.

Skills in:

  • Cost-reduction techniques.
  • Pricing and cost analysis.
  • Contract negotiation.
  • Operating and evaluating a public purchasing system.
  • Evaluating and comparing the product specifications contract details, and cost elements of a bid proposal.
  • Operating a personal computer and related software.
  • Managing and tracking multiple projects concurrently.
  • Communicating logically and accurately in oral and written forms.
  • Perform routine-to-moderately complex mathematical computations and tabulations accurately and efficiently, as they relate to purchasing.
  • Principles and practices of governmental purchasing management and analysis.
  • Establishing and maintaining effective working relationships with all personnel and vendors.

Ability to:

  • Research and compare product, quality, performance, and options with requirements of the government.
  • Establish and maintain harmonious and cooperative relationships with supervisors, coworkers, vendors, and the general public.
  • Exercise good judgment and accept personal responsibility.
  • Communicate on a one-to-one basis or before groups to provide or obtain information.
  • Prioritize, schedule, and undertake concurrent work assignments.
  • Evaluate and apply pertinent trade information.
  • Assume the purchasing, management, and supervisory responsibilities of the Procurement Officer as requested.
  • Perform sedentary work, defined as lifting 10 pounds' maximum and occasionally lifting and/or carrying such articles as dockets, ledgers, and small tools.
  • Occasionally lift and/or carry objects weighing up to 50 pounds (for example, boxes of paper and various office supplies).
  • Transport oneself to, from, and around sites of public meetings, projects, and customer contacts.
  • Understand, follow, and direct written and oral instructions.
  • Read, update, evaluate and maintain various records and files.
  • Access, operate and maintain various software applications.
  • Clearly communicate information both orally and in writing
  • Operate basic office equipment.
  • Develop and implement policies and procedures for the utilization of vendor catalogues, commercial registers, directories, office files and other recourses for the procurement of goods and services.

Physical Requirements

  • Ability to physically meet with prospective and active partners in the community
  • Possess the level of manual dexterity sufficient to operate terminal keyboard, telephones, fax/copy machines and general office supplies
  • Ability to sit at a desk or conference table for extended period
  • Frequently move about the office and access stored files and records
  • Ability to move, handle, or lift moderately heavy objects such as computer equipment

Education and Experience Required

High School diploma or GED; supplemented by college level coursework with emphasis I Business Administration, Public Administration, Purchasing, Marketing or closely related field.  Associate's degree preferred.

Minimum of one (1) year previous experience in administrative support functions related to the governmental purchasing function, such as at the Purchasing Assistant or Coordinator level; or an equivalent combination of education, training, and experience.

Computer proficiency in Windows operating system and MS Office software including Word and Excel.  Able to operate internet applications and email, as well as external vendors' and proprietary software programs.

Accommodations:

Upon request, reasonable accommodations will be made to qualified individuals with disabilities.

Other Requirements

Must possess valid driver's license.

Successful applicants for this position must be fully vaccinated against COVID-19 as a condition of employment. Proof of vaccination required.


Application Instructions:

Internal Applicants: Complete and sign an Internal Application prior to the closing date.

External Applicants: Please download SPHA's Employment Application, complete it and email or mail to:

St. Petersburg Housing Authority
Attention: Human Resources
2001 Gandy Blvd. North
St. Petersburg, FL 33702

Downloadable Application

Note: Employees have a promotional preference and transfer consideration over other applicants.

Note: Applicants must possess all required qualifications of the position to receive an interview. The applicant must also be able to pass a 10-Panel Drug Screen prior to hiring.

St. Petersburg Housing Authority is a Drug-Free Work Place

For a detailed job description, click here.