Job Summary

This is a secretary/receptionist position for the Risk Management, Procurement and Capital Projects department for the City of Florence.  Job duties include office administration, assisting in certain office practices/departmental procedures, the process of purchasing equipment, materials, supplies, and services for General Fund (all departments), Electricity, Gas, and Water Departments. Additional job duties include but not limited to; maintaining a complete and accurate filing system of all purchases, records, and official bidder list of vendors.  Employee may be required to perform other job duties as assigned by the supervisor.  This position works under the direct supervision of the Purchasing Agent.  

Essential Duties and Responsibilities and Supervision Required

1. Performs routine secretarial/clerical job duties related to the Department, including a variety of secretarial duties per department practices/procedures.
2. Types purchase orders, memos, letters and related documents and maintains a filing system for all documents.  
3. Transcribes letters to vendors involving departmental matters.
4. Maintains departmental calendar, keeping office informed of time sensitive events.
5. Maintains a database list of current qualified bidders for all City Departments.
6. Distributes copies of purchase orders and related information to Department Heads.
7. Handles incoming and outgoing mail for the department.
8. Receives, records, and time-stamps vendors’ bids when submitted; and directs representatives and interested persons to the Municipal Auditorium for bid openings.
9. Receives and records payments for specifications and plans.
10. Initial point of contact in the department, answers phones, takes messages, greets visitors. Disseminates messages appropriately and provides direction for visitors.
11. Greets outside sales representatives and directs accordingly.
12. Answer questions concerning purchasing matters.
13. Directs representatives and interested individuals to the Municipal Auditorium for bid openings.
14. Perform other duties as assigned by the supervisor or department head.

Minimum Qualifications, Experience, Training, & License

1. High School Diploma or GED.  Associates Degree in Office Administration, Office Management, or related field preferred.  
2. One year to eighteen (18) months or more office administration, office management, or secretarial experience, preferably two (2) years’ or more.
3. Proficient in computer/data entry using Microsoft Office software.
4. Must have a valid driver’s license.

Required Knowledge Skills Abilities

1. Must have a thorough knowledge of general office administration policies, practices, and procedures.
2. Must be able to handle routine office management duties and compose correspondence on routine matters without direction from supervisor.
3. Must have knowledge of bookkeeping principles and ability to accurately maintain a complete filing system.
4. Must be able to maintain monthly purchase order totals for each City department.
5. Must have a thorough knowledge and use (grammar, punctuation, etc.) of the English language.
6. Must have knowledge and ability to perform arithmetic computations.
7. Must have knowledge and skills of basic computer programs (Microsoft Office).
8. Must be able to learn and use department databases to complete core job functions.
9. Must be able to use basic office equipment (copier, calculator, fax, etc.)

Supervision
Individual works under the supervision of the Purchasing Agent and performs job assignments with minimal supervision.

Physical Demands (with or without accommodations):

1. Prolonged sitting, standing, bending, some walking and carrying light objects (books, paper, reports, etc.).
2. May require lifting, moving, storage, and retrieval of boxed files weighing more than 50 lbs.
3. Occasional stressful situations.
4. Constant visual use of computer screens.
5. Some light office cleaning.

Equipment/Tools Used:
Computers, typewriter, fax machine, copy machine, document scanner, adding machine, telephone system, filing system.

For similar job postings, applications may be used for up to ninety (90) days.

The City of Florence, Alabama is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.