Accounts Payable / Purchasing

SUMMARY

This is a staff accounting position under the general direction of the Director of Finance. The employee is responsible for handling the City’s Accounts Payable and the clerical duties relating to the administrative functions of purchasing with considerable interaction with the various suppliers of goods and services. Independent judgment is used in performing tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Process invoices to be paid through computer accountability procedures.
• Issues purchase orders and follow up on materials purchased to insure accountability.
• Records and maintains records pertaining to purchasing, inventory and maintenance records.
• Works closely with and under the direction of the Director of Finance to coordinate and negotiate effectively with all departments, employees, and vendors.
• Provides technical assistance when requested by the various city departments in preparation of bid specifications.
• Prioritize tasks and establish schedules to maintain uniform workload.
• Make arithmetic calculations and perform work efficiently and accurately.
• Communicate courteously and effectively with officials, coworkers, and the public in person, by phone, and in writing.
• Comprehend and implement procurement techniques.
• Analyze, and evaluate purchasing methods and procedures as needed.
• Interpret and explain city purchasing policies and procedures.
• Maintains current filling system of active and paid purchases and solicits and receives bids, types correspondence, pamphlets, minutes, and other documents.
• Performs other related duties as needed and as assigned.

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor’s degree preferred but not necessary. Related experience and/or training; or equivalent combinations of education and experience. Strong computer skills, including PC knowledge of MS Office utilizing MS WORD, EXCEL or comparable word processing and spreadsheet package. Experience working in a team environment.

LANGUAGE SKILLS

Strong oral and written communication skills. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

The physical demands and environment described here are representative of those that must be met primarily performed in an office setting. While performing the duties of this job, the employee is frequently required to sit for long periods of time, as well as to reach, bend, kneel, turn, twist and use hands, handle or feel objects, tools or controls. Must be physically able to operate computer and other automated office equipment. Requires the ability to exert up to 25 pounds of force occasionally, and /or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Specific vision abilities required by this position include close vision and the ability to adjust focus. The ability to identify and distinguish colors is preferred. Must be able to communicate in person and by telephone.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The duties listed above are intended only as general illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.