Purchasing Specialist

For Administrative Departments:

Reviews and approves supplemental proof reports on purchase orders received from the Finance Department Buyers.

Evaluates all proof reports (from buyers and supplemental proof report), making notations on errors found, incorrect General Ledger account numbers, wrong vendor, spelling, etc.

Corrections are made in MUNIS financial software system by coordinating with requesting departments, buyers and/or the Finance Department.

Posts the purchase orders; prints purchase orders.

Attaches supporting documentation to the purchase orders; forwards to the Accounts Payable Clerk.

For Police Department:

Posts and prints purchase orders issued by the Police Department.

Prior to posting and printing will review purchase order for General Ledger account numbers, correct selection of contract number if applicable, spelling and other general notations.

To enable payment, will verify to ensure that each Police Department purchase order is accompanied with matching invoice(s) and attached supporting documentation. These items will be logged and forwarded for payment.

Citywide:

Processes all requisitions for office supplies and issues purchase orders for these supplies.

By notification of the Purchasing Clerk and requesting departmental approval, makes any adjustments on purchase orders when invoices are 10% higher than the authorized amount on the purchase order so that payment may be processed by the Finance Department.

Maintains fixed asset database by preparing and/or processing fixed asset edit and entry forms at the request of departments (transfer, surplus, salvage or new).

Reconciles all fixed assets for all city departments on yearly basis by preparing reports for each department based on what has been entered in the system and ensuring the various departmental responses coincide with what the database reflects.

Reports all stolen or lost items to the director for each respective department.

Receives and/or reviews various records and reports such as requisitions, purchase orders – Police Department, completed City purchase orders, and proof reports.

Refers to computer system, City of Kenner time system, requisitions, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc.

Checks daily to verify all information in the computerized time clock are correct.

Prepares and/or process employee time record reports for payroll and assistant director or director review.

Operates a variety of office equipment such as printer, telephone, desk, file cabinet, computer, switch, etc.

Uses a variety of tools such as stapler, standard office tools, etc.; a variety of supplies such as copy paper, staples, writing instruments, general office supplies, etc.; and a variety of computer software such as Outlook Express, Microsoft Access, Microsoft Excel, Munis System, etc.

Interacts and communicates with various groups and individuals such as Assistant Director, Purchasing Buyers, Accounts Payable Clerk, Directors, other City employees, and the general public.

ADDITIONAL JOB FUNCTIONS

Processes incoming/outgoing mail on a rotating basis.

Maintains knowledge of City purchasing policy and State bid laws to serve as backup for the Buyers as needed.

Attends bid openings upon request.

Scans fixed asset records and payroll records in City's paperless system. Also filing and scanning all purchase orders and bid documents in City's paperless system as needed.

Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc.

Performs other related work as required.