Purchasing Assistant

Full Job Description

The Iowa Department of Health and Human Services (HHS), Division of Compliance, Bureau of General Business Services is seeking a Purchasing Assistant to join our team!

Under the general direction of the Bureau Chief of General Business Services, this position provides support to the Purchasing Agents for all purchasing related activities and performs or assists with tasks associated with the Local Administrative Expense (LAE) program.

Process purchasing and invoicing documents for payment of field office expenses.

Assists in preparing, reviewing, and submitting quarterly expense reports, as well as setting up indirect expenses and amortization schedules.

Compiles, organizes, and enters budget-related data to support the preparation of annual local office budgets and ongoing budget tracking.

• Coordinating procurement needs with approved vendors and managing invoice processing for contracts and agreements administered by General Business Services.

Contacts vendors as requested to follow up on procurements or orders, to obtain information, verify the accuracy of products/services, clarify specifications and resolves routine problems arising out of inconsistencies or errors.

Provides information to vendors requesting status of payments or clarification of payment received.

• Places office supply orders consistent with the State’s purchasing methods, guidelines, regulations, procedures/practices and agency guidelines. Obtains and maintains appropriate DAS procurement certification for this level of purchasing.

• Enters procurement documents approved by purchasing agents into state's accounting/procurement system and assists with vendor account setups and modifications.

• Provides backup to the Mail Clerk 2 and assists Storekeeper 3 with related duties.

• Other duties as assigned.

Benefits

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:

• Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage!
• Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9 days/year).
• Retirement Plans: Participate in retirement plans such as IPERS (employees contribute 6.29% and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).
• Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and dependent care expenses.
• Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.
• Employee Assistance Program: Access resources and support through our Employee Assistance Program for personal and professional challenges.
• Employee Discount Programs: Enjoy discounts on a variety of goods and services through our employee discount programs.

For additional information on benefits click here.

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Background Checks

Applicants will be required to complete a background check to be considered for this position.

The State of Iowa is an EEO/AA Employer

HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply.

Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees.

Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States.

The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization.

For more information, please visitwww.e-verify.gov.

Qualifications

Graduation from high school or G.E.D. and experience equal to two years of full-time clerical work in purchasing, accounting, budgeting, or storekeeping;an equivalent combination of education and experience substituting one year of accredited post high school education for each year of the required experience;employees with current continuous experience in the state executive branch that includes experience equal to eighteen months of work as Clerk, Clerk Advanced, Clerk Specialist, Accounting Clerk 1, 2 and 3, or Storekeeper 1, 2 and 3.

For additional information, please click on this link to view the job description.