Job Description Summary

Please note that only the first 75 applications received will be reviewed initially. Applications submitted after this threshold will be retained on file and may be considered should additional vacancies arise or if further review becomes necessary.

Essential Functions

This information is intended to be descriptive of the key responsibilities of the position.  The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.

• Customer Service: Performs in a fast-paced fluid environment while maintaining professionalism with the officers and members of other departments.
• Accuracy and Compliance: Performs procurement, invoicing, reconciling city credit cards, and data entry in a manner that requires minimal rework.   Attention to detail when entering data into the records management system and other systems required by the organization.
• Communication and Management: Ability to communicate effectively, both verbal and written with other members of the Department and the City.  Communication with vendors to establish deadlines and track shipments.  
• Budget and Accounting: Understanding of budgets and accounting principles to assist with reviewing funding availability prior to procurements.   While this position does to manage the budget, it does require an understanding of the how budgets are assigned within the department.

Requirements

• Formal Education/Knowledge:  Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency.   Community college, vocational, business, and technical or correspondence schools are likely sources.  Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience:  Minimum two years’ experience in a related field.
• Certifications and Other Requirements:  Valid Driver’s License.
• Reading:   Work requires the ability to read and comprehend budget instructions, reports, strategic planning documents, correspondence, software manuals, management books, trade journals and policies.
• Math:   Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
• Writing:   Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
• Managerial:  Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure.
• Policy/Decision Making:  Moderate - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices.  Work involving discretion is typically reviewed before finalized.
• Technical Skills: Broad Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
• Interpersonal/Human Relations Skills:  Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations.  Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. 

12 Month Objectives

3 Month Objectives:

1. Become familiar with the department's organizational structure and begin to build relationships with other staff members.
2. Become familiar with required systems, Munis, Vector Solutions, Records Management.
3. Demonstrate ability to replicate process for data entry for requisitions, PO change orders, purchasing card reconciliations and receipt of invoices in Munis
4. Demonstrate proficiency with Word, Outlook, Excel and Adobe Pro 
5. Enter time into Executime proficiently.
6. Demonstrate ability to organize and prioritize multiple tasks, making the most efficient use of time.

6 Month Objectives:

1. Provide written feedback on improvements or process improvements.
2. Demonstrate ability to maintain good working relations with vendors and employees. 
3. Demonstrate ability to assess priorities, identify problems or inefficiencies, and contact field personnel or vendors to reach appropriate solutions.
4. Demonstrate ability to track items through the purchasing process, ensure specifications of contract and/or purchase order are met, communicating with supervisors when issues arise
5. Communicate with units’ status of procurement and travel when necessary
6. Verify completeness of ordered supplies and equipment, and work with the Finance department to resolve discrepancies as needed.

12 Month Objective

1. Complete all department and city training requirements by the deadlines stated.
2. Complete City Growth Plan and discuss with Supervisor