Billing, Bookkeeping, Database Management Software/Systems (DBMS), Discrepancy Report, Documentation, ERP (Enterprise Resource Planning), Equipment Maintenance/Repair, High School Diploma, Inventory Levels, Mail Processing, Pricing, Procurement Software, Public/Media/Press/Analyst Relations, Purchase Orders, Purchasing/Procurement, Spreadsheets, State Laws and Regulations, Typing, Word Processing
- Ability to calculate fractions, decimals, and percentages and to read and write common vocabulary plus 1 course in typing (or 1 mo. exp.); 1 course in public relations (or 1 mo. exp.); 1 course in bookkeeping (or 1 mo. exp.); or equivalent.
- High school graduate; several years clerical exp.; business school/college may be substituted for part of experience; familiar with and able to use PC with word processing, spreadsheet, and data base software. Experience in purchasing and use of electronic purchasing systems.
- Knowledge of purchasing/procurement, applicable state and county regulations and procedures governing purchasing and public relations.
Employee works under general supervision and requires knowledge of purchasing/procurement, applicable state and county regulations and procedures governing purchasing and public relations; advises other Agency personnel regarding vendor or purchasing possibilities and procedures; procures all necessary supplies, materials, clothing, services, and equipment for the Agency.
- Procures supplies, materials, clothing, equipment and/or services needed for operation of agency; contacts vendors for best prices or information regarding products and/or services; obtains information regarding state and county bid pricing; ensures proper level approvals of requested equipment, services or supplies; enters purchase requisitions or purchase orders including necessary information such as object-organization and commodity codes into current enterprise resource planning (ERP) purchasing system; distributes cash equivalents including recording the transactions on appropriate logs; fills supply requests from stock; monitors inventory levels and initiates requisitions for replacement stock. Prepares invoices for vouchering/allowances; reviews invoice and enters packing slips to ensure match with purchase orders; resolves receipt/invoice discrepancies with vendors and agency staffs.
- Receives goods, enters receipt of goods in ERP System; supplies tax exempt information and credit references as needed; provides information regarding purchasing procedures to vendors and agency staff. Maintains paper and/or electronic filing systems of all correspondence, requisitions, purchase orders, approvals, invoices, and other related purchasing documentation.
- Answers inquiries from Agency staff and vendors; opens and processes mail, contacts vendors regarding delivery or invoice issues; makes decisions regarding best purchasing methods and lowest pricing.
- This position requires that the employee report to different work locations based on workload as determined by supervisor.