Purchasing Assistant

About the role

The Office of the District Attorney, Bronx County ("BXDA") is charged with the twin goals of ensuring public safety and striving for equal justice for the over 1.4 million members of the Bronx County community. By "Pursuing Justice with Integrity," the BXDA places a focus on assistance for crime victims while simultaneously ensuring fairness to defendants.

Moreover, the BXDA aims to balance the need to seek appropriate punishment for certain crimes while recognizing when punitive measures do not adequately advance justice. By recognizing these significant distinctions and acting accordingly, BXDA has established a standard of excellence in the representation of the Bronx community at large, which continues to grow stronger every day.

In furtherance of this mission, the BXDA seeks experienced and enthusiastic Purchasing Assistant who will be tasked with supporting the day-to-day purchasing, receiving, inventory, stockroom, and office-wide delivery operations. The position ensures that orders are processed accurately, deliveries are received and distributed in a timely manner, and purchasing documentation is properly maintained. The employee will also provide backup support for Copy Center operations when needed.

Job Responsibilities

• Assist in ordering office supplies, equipment, furniture, and other materials as requested.
• Process and track purchase orders and purchasing requests.
• Receive deliveries and verify that items received match the purchase order, packing slip, and/or invoice.
• Review packing slips for accuracy and identify shortages, damaged items, incorrect items, or other discrepancies.
• Report and follow up on delivery and order discrepancies with vendors and appropriate staff.
• Maintain organized records of purchase orders, packing slips, invoices, and receiving documentation.
• Coordinate and assist with office-wide deliveries, including distributing supplies, equipment, furniture, and other materials to the appropriate offices, units, or floors.
• Assist with moving, staging, and organizing deliveries as needed.
• Help maintain and organize the stockroom, ensuring supplies and materials are properly stored, labeled, and readily accessible.
• Assist with inventory tracking and monitoring office supply levels.
• Monitor outstanding orders and follow up with vendors regarding delivery schedules, back orders, and delays.
• Communicate with staff regarding the status of orders, deliveries, and requested items.
• Perform other purchasing, receiving, and administrative duties as assigned.

Backup Copy Center Responsibilities

• Provide backup coverage for the Copy Center during staff absences, high-volume periods, or as otherwise needed.
• Assist with printing, copying, scanning, collating, stapling, binding, three-hole punching, and other document-preparation tasks.
• Assist with processing and completing office-wide and large-volume print and copy requests.
• Sort, organize, package, and distribute completed Copy Center jobs.
• Monitor Copy Center supplies and notify the appropriate staff when replenishment is needed.
• Report on equipment issues or service needs.
• Follow established Copy Center procedures and maintain confidentiality when handling sensitive documents.

Physical and Operational Requirements

• Must be able to lift and carry boxes and other materials weighing up to 50 pounds.
• Must be able to safely operate and maneuver a hand truck/dolly with heavy loads.
• Must be able to assist with moving and distributing office supplies, equipment, furniture, and deliveries throughout the facility.
• Must maintain a valid driver's license and be able to drive as required for work-related duties and deliveries.

Preferred Skills

• Strong organizational and time-management skills.
• Excellent attention to detail, particularly when reviewing orders, packing slips, and deliveries.
• Ability to manage multiple requests and priorities simultaneously.
• Good communication and customer service skills.
• Ability to work independently and as part of a team.
• Basic computer skills and ability to learn purchasing and inventory systems.
• Ability to safely handle, transport, and distribute boxes, office supplies, equipment, and other materials.
• Ability to maintain accurate records and follow established purchasing, receiving, inventory, and safety procedures.
• Valid driver's license required.

Pay and benefits

The City of New York offers a comprehensive benefits package including health insurance for the employee and his/her spouse or domestic partner and unemancipated children under age 26, union benefits such as dental and vision coverage, paid annual leave and sick leave, paid holidays, a pension, and optional savings and pre-tax programs such as Deferred Compensation, IRA, and a flexible spending account.

Qualification Requirements

• High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or
• Education and/or experience which is equivalent to "1" above.