Program Assistant (Limited Duration) - Purchasing

Program Assistant

Plans, coordinates and administers a specific program within a designated department. Assigned programs typically involve heavy administrative components and require a single incumbent to administer. Responsibilities include project / task planning, design, recommendation, implementation and day to day administration of program responsibilities. This recruitment will be used to fill an 18-month project position. This position is represented by Local 11 OPEIU (Office and Professional Employees International Union, AFL-CIO).

Qualifications : Education and Experience : Program Assistant positions typically require a job related degree or three to five years of experience related to the specialized area. Depending on area of assignment, a degree may substitute for some or all of the required experience.

Knowledge of : Applicable computer applications / technology, principles and practices of public sector organization and some specifics relating to program operations; planning, scheduling, monitoring and problem solving; research techniques and data analysis; budget tracking, justification and control; application of County, state and federal laws and regulation relevant to the program / project area; departmental policies and procedures, trends and practices within the specialized area.

Ability to : Effectively coordinate, work to others; carry out policy directives of management in an effective and timely manner; establish and maintain effective working relationships with the public, other governmental jurisdictions, contractors, and other County staff; communicate and express ideas effectively, orally and in writing.

Selection Process : Resume and other documents must be attached together in the 'Resume Upload' section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application. Application Review (Pass / Fail) - An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Practical Exam (Pass / Fail) - This recruitment may require a practical exam which will be job related and may include, but not limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Oral Interview - The interview will be job related and may include, not limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.

Employment references will be conducted for the final candidates and may include verification of education.

It is general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.

First review of candidates will be October 21st. This recruitment may close at any time on or after the first review date with no additional notice.

Examples of Duties : Duties may include but are not limited to the following :

Supports all positions in the purchasing office as needed.

Answer inquiries from county staff, individuals from the state or city, the public, and others using the telephone, email, in-person communication and written correspondence.

Develops knowledge of Clark County procurement policies and procedures, Clark County Code, WA State Revised Code and Washington Administrative code requirements.

Public relations with vendors, purchasing agents from other agencies, employees, managers, supervisors, directors or Elected Officials.

Develops knowledge of county wide procurement contracts for employee use, and other agency cooperative contracts or master use agreements.

Performs all administrative and clerical duties such as but not limited to; creating and maintaining reports, correspondence, internal documents, contract, updating policy and procedure documents.

Create and post updates to the county purchasing Intranet / ClarkNet and external webpages.

This position is assigned complicated tasks, helps departments determine procurement methods and solicitation processes used, based on county policies and procedures with the guidance of the buyer or purchasing manager.

Assists in the formal solicitation preparation process, and maintaining all records for the Invitation to Bid, Request for Proposal, and Small Works Construction projects with the guidance of the buyer and purchasing manager.

Assists in developing and defining project and contract specifications, and in the maintenance of competitive process templates and boiler plates with the guidance of the buyer or purchasing manager.

Assists in processing contract documents that result from different formal solicitation processes, working directly with departments and the County Manager, Council or Prosecuting Attorney's office when needed.

Participates in meetings with county departments for problem-solving and educational purposes related to purchasing matters.

Works with the buying staff in developing and coordinating complex contracts for commodities or services with county departments; researches, develops and maintains vendor product information lists; surveys county departments to determine product and service needs.

May communicate and act as a liaison between vendors and department end users to develop compromises and resolve contractual problems or complaints with the guidance of the buyer or purchasing manager.

Reviews, creates, approves and distributes purchase orders, reviews and approves supplier contracts based on policy requirements. Creates and maintains supplier catalogs, reviews requisitions, purchase orders and supplier contracts for closure or amendment in the county's ERP system.

Assists departments when inquiries are received by directing them to the proper county staff to resolve their concerns. Provides or directs staff to documented resources such as job aids or department ClarkNet pages or other resources.

Reviews county purchases for compliance to policy, buying trends, possible fraudulent behavior, prepares reports from the data reviewed. Prepares year end reports.

Provides customer service to county staff for vendor accounts such as Konica Minolta Business, Amazon Business, ODP Solutions, HD Supply accounts, and other vendor accounts as required; this includes reviewing purchasing habits, and working with the account representatives to modify accounts, to ensure best value practices are in place with the guidance of the buyer or purchasing manager.

Parking program coordinator : Assigns parking spaces, distributes and collects passes, updates parking database, runs DMV plates and may ticket improperly parked vehicles as needed, performs occasional patrols as needed.

Surplus coordinator : provide surplus instructions to county staff, enter work order requests for pickup or distributions. Oversee incoming and outgoing surplus effectively; this includes marking items for the proper disposal method, department site visits when large amounts of surplus are involved. Tracking Schedule B Capital Assets from pickup to disposal. Creating and posting surplus online auctions, depositing auction funds when checks are received. Maintaining surplus records for Audit.

Acting backup P-Card program administrator; this includes sending P-Card holder invitations to join the account, approving applications, inserting proper limit controls, adjusting limits when merited, closing accounts, assigning the required training to new card holders, their supervisors or managers. Seeing that all card holders and their supervisors or managers retake the training one time per year. Updating the Training documents as needed. Dispensing cards when received. Customer service to card holders and their supervisors or managers as required. Review purchases for compliance to policy.

Assists in collecting information, measurements and photos for furniture modifications or new furniture requests with the guidance of the buyer or purchasing manager.

Attends procurement trainings or outreach events as they relate to the Purchasing and Internal Services Departments.

Orders all Purchasing office supplies, maintains office workroom and inserts consumable supplies for the multi-function copier when needed.

Processes department archival documents for retention or destruction with the guidance of the buyer or purchasing manager.

Other duties as assigned.

Salary Grade : Local 11.7

Salary Range : $27.30 - $36.85 per hour

Close Date : 04 / 30 / 2027

Recruiter : Rori Jones

Email : Rori.Jones@clark.wa.gov

Equal Opportunity Employer

Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services.

Employee Benefits and Additional Compensation

Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation.

Retirement Information

All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF). Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.