Purchasing Assistant

DEP2700053 Purchasing Assistant West Virginia Department of Environmental Protection Division of Land Restoration Procurement Unit 601 57th Street, Southeast, Charleston, WV 25304 1000 Technology Drive, Suite 3220, Fairmont, WV 26554 47 School Street, Suite 301, Philippi, WV 26416 This position is classified exempt; therefore, does not fall under the classified service. We welcome you to join our team where we value work/life balance and diversity. We offer a great benefits package that includes 12 paid holidays, insurance and flexible benefits, ample annual and sick leave accrual, flexible work schedules, an Employee Assistance Program, Wellness Initiatives, an optional 457 defined contribution retirement savings plan and more. Nature of Work Under supervision of the Procurement Supervisor, this position provides procurement support services for the Department of Environmental Protection; Division of Land Restoration (DLR). Provides administrative and procurement services for the Land Closure Assistance Program (LCAP), Office of Environmental Remediation (OER), Office of Special Reclamation (OSR), and the Office of Abandoned Mine Lands (AML). Duties Will maintain and update DLR Procurement operational resources such as checklists, coding and funding information, SOPs, account information lists, staff assignment lists, etc. Will monitor the DLR Procurement delegated email account and Procurement Management System for incoming invoices, purchase requests, inquiries, etc., and will tag and route work to assigned staff. Will maintain DLR Procurement & DLR project records in the electronic filing system and manage archived documents by auditing files for duplications and misfiled documents. Will audit the electronic filing system for discrepancies to ensure the integrity of records. Will redact or destroy confidential and outdated files in accordance with the record retention policy. Will assist inventory coordinators by tracking inventory items. Will track and maintain office supply and equipment inventory. Prepare purchase requests for stock items when supplies are needed. Assists DLR staff with preparing purchase requests. Documents & tracks all purchase requests in the Procurement Management System. Will review invoices for accuracy and prepare coding sheets for signature. Will obtain approval signatures for various procurement documents such as invoices, purchase requests and receiving reports. Documents & tracks all invoices in the Procurement Management System. Will submit invoices for payment to Accounts Payable. Will pay invoices and make DLR purchases on PCard. Will make travel arrangements for staff and schedule conference rooms, hotels and rental vehicles for DLR staff using PCard. Will reconcile all PCard transactions in accordance with all policies and procedures. Will be responsible for administrative duties such as answering and screening routine phone calls, maintaining email lists, preparing routine correspondence and form letters, preparing fillable forms and spreadsheets. May be required to compile information and create reports across various systems such as the Procurement Management System, AppXtender, and Oasis. Will schedule meetings, trainings and interviews. Will utilize the agency facility reservation system to reserve meeting space. Will prepare agendas, meeting materials, presentation materials and interview packets. Will assist with processing, researching, reviewing and responding to FOIA requests for DLR. Will be the backup contact for questions, complaints and emergency calls and distribute them to appropriate DLR offices. Logs and determines priority of calls and notifies proper staff. Will publish legal ads for NPDES permit actions. Will track and distribute affidavits for publication. Employee will prepare fee transfers and submit them to accounts payable for payment. Will receive, date stamp, distribute and log mail and packages received via mail room, and process outgoing mail, packages and certified letters. Notes Regular attendance is an essential part of this position. Qualifying applicants will be required to complete an internet-based profile assessment to compare the applicant's thinking and reasoning skills, behavioral traits and the occupational interests against the traits determined to be important to the posted position. The recommended candidate will be subject to a search of his or her Motor Vehicle Record (MVR) prior to being hired and annually thereafter. All new employees that are involved with Specific DEP programs subject to the Surface Mining Control and Reclamation Act (SMRCA) of 1977 must file prior to final appointment and annually thereafter, a Statement of Employment and Financial Interest (OSM 23). To successfully perform the duties of this position, the candidate should be proficient in various office systems such as Microsoft Word, Excel, and Google Workspace. Minimum Qualifications Training: Graduation from a standard high school. Experience: Two years full-time or equivalent part-time paid clerical experience which included familiarity with purchasing. Substitution: Successfully completed study from a regionally accredited college or university may be substituted through an established formula for one year of the required experience. AFFIRMATION: I certify under penalty of law and disqualification that all statements are true and complete. I authorize the State of West Virginia and any agent acting on its behalf to conduct an inquiry into any job-related information contained in this application. I release the State of West Virginia and any agent acting on its behalf from any and all liability by reason of the request for such information. I further authorize and request each former employer, educational institution, or organization (including law enforcement agencies) to provide all information that may be sought in connection with this application. WE DO NOT ACCEPT THE FOLLOWING DOCUMENTATION: Unofficial transcripts High school diplomas or transcripts Birth certificates Social Security Cards Driver’s Licenses Passports These documents will be removed from your profile if submitted. I consent to the above statement. Required Question #J-18808-Ljbffr