Procurement Assistant III (OCFO - Procurement Division)

Procurement Assistant III

Be a Part of the City You Love! The Office of the Chief Financial Officer - Procurement division is accepting applications for a Procurement Assistant III position.

The Procurement Assistant III 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

Minimum Qualifications

Qualifications (required):

• Associate's degree in Public Administration, Public Policy, Political Science, Accounting, Business Administration, Pre Law or related field of study.
• At least two (2) years of experience as a Procurement Assistant

Equivalency

• Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Supplemental Information

Evaluation Plan

• Interview: 70%
• Evaluation of Training, Experience & Personal Qualifications: 30%
• Total of Interview and Evaluation T.E.P: 100%

Additional points may be awarded for:

• Veteran Points: 0-15 points
• Detroit Residency Credit: 15 points

LRD: 09/10/2025

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

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