1. Conducts daily clerical tasks associated with the procurement of goods and services,
such as: using standard templates to prepare and produce a variety of procurement-
related documents including letters, memos and forms such as requests for bid bonds,
posting notices of competitive bids on BC Bid, producing competitive bid addenda,
sending Question & Answer responses to bidders, as well as completing and sending
fax forms
Checks competitive bid documents for accuracy and completeness, photocopies and
distributes competitive bid documents and forms; sets up bid files, ensures correct
formatting and ensures that reference numbers, due dates, along with any other
pertinent information are assigned to the bid documents
Ensures complex competitive bid documents are prepared to include numbering,
mandatory requirements and addendums
Assists Senior Procurement staff or Manager in public openings of competitive bids,
recording bidder information and time of receipt; distributes bid documents to the
appropriate personnel and handles certified cheques for bid or performance bonds
Runs regular reports resulting from BC Bid, and regarding Purchase Order volumes and
Bid type; enters data and information into corporate purchasing system; prepares ad hoc
reports, such as staffing and budget reports for Procurement Analysts and Management
as requested
Maintains purchase order and contract order database information for the department
and creates reports
Resolves purchase order and contract order related problems such as order-invoice
discrepancies, back-orders, late and damaged shipments, etc.
Identifies critical orders, delivery concerns and other procurement-related issues and
brings to the attention of the Procurement Analyst
Returns certified cheques and/or bid bonds to unsuccessful suppliers
Assists with checking bids for compliance and completes Bid Compliance form
Conducts the initial screening for bidders to ensure compliance to requirements
specified in the bidding documents
Creates evaluation packages for the Evaluators and distributes packages to individuals
by arranging courier service or interoffice deliver service; develops spreadsheets to
capture evaluation information, enters Evaluator scores into spreadsheet and prints
reports and summaries

2. Performs a variety of clerical/administrative support duties as required, such as: booking
meeting rooms and making arrangements for supplier presentations; acting as
receptionist; accepting small deliveries; setting up and maintaining electronic and
hardcopy files; creating business process maps, business and systems workflows and
organization charts; provides technical advice and guidance to department members on
utilization of desktop software and procurement-related systems; preparing files for off-
site storage; ordering office supplies, equipment and catering
Provides training to temporary personnel by demonstrating own work procedures
Performs duties of a minor nature related to the above duties that do not affect the rating
of the job.