PROCUREMENT ASSISTANT - SHERIFF

Description

Applicants who applied under 02452 need not reapply to receive consideration.

JOB SUMMARY
The purpose of this job is to purchase materials and supplies; to book training and accommodations; and to process accounts payable for both the Sheriff’s Office and the Detention Center under the supervision of the Sheriff’s Finance Manager. This class with also be backup for the Finance Manager. This class plans, organizes and implements programs (fixed assets, project accounting, etc.) within major organizational policies.

This position works independently, under limited supervision, reporting major activities through periodic meetings.

Duties

ESSENTIAL JOB FUNCTIONS
Performs advanced and complex work in the procurement of goods and services for both the Sheriff’s Office and the Detention Center; maintains contacts with vendors for the procurement of goods, services and supplies; assists supervisors with locating capable vendors for services and supplies; and negotiates with vendors to resolve purchasing issues or for price breaks.

Acts as a backup in the absence of the Sheriff’s office Finance Manager.

Assists in the preparation of the Sheriff’s Office and Detention Center annual department budgets; monitors and reviews expenditures and unencumbered balances; reviews and evaluates department operating and capital budget expenditures and variations; and evaluates proposals and budget requests.

Audits fees that have been collected.

Processes accounts payable for assigned accounts; communicates with vendors and County personnel/officials regarding invoices; resolves discrepancies and expedites the accounts payable process as necessary; generates accounts payable checks; and processes voided checks.

Assists in formal bid solicitations and other special projects.

Audits and processes billings, expenditures and other accounts payable transaction documents; submits department revenue to the Treasurer’s Office.

Maintains accurate documentation of transactions and current status of accounts.

Prepares periodic reports as required by the Sheriff and his/her Command Staff.

Makes travel/training arrangements for the Sheriff’s Office and the Detention Center employees.

Verifies available funds for department purchase requests.

Communicates with vendors as necessary to expedite deliveries; resolves shipping/invoicing discrepancies and problems with product quality.

Reviews and posts payments to appropriate accounts; verifies account balances.

Provides outside auditors with proper documentation of accounting transactions.

Assists in reconciling bank statements and accounts.

Verifies the accuracy and completeness of accounting records and reports prepared by co-workers and/or received from other departments.

Verifies reimbursements from other vendors (training refunds and reimbursements; hotel room cancellations).

Assists in managing the use and maintenance of the department’s computer systems and software.

Receives and responds to inquiries, concerns, complaints and requests for assistance in areas of responsibility.

Purchases and maintains adequate inventory of office supplies.

Processes, copies, indexes, files, transmits and/or maintains various financial, legal and/or administrative documents.

Performs general clerical duties as required including, but not limited to, typing reports and correspondence, copying and filing documents, entering and retrieving computer data, sending and receiving faxes, processing mail, etc.

Prepares complex and confidential correspondence, memoranda, reports, etc.

Performs other related job duties as assigned.

Qualifications

Minimum Education and Experience Requirements:

High School Graduation or GED equivalent.

Two years of purchasing or related experience or an equivalent combination of education and experience.

Additional Requirements

Special Qualifications, Certifications and Licenses:

Must possess and maintain a valid state driver’s license with an acceptable driving history.




Unavoidable Hazards (Work Environment):

Work is performed?in a safe and secure work environment that may periodically have unpredicted requirements or demands.




Dorchester?County has the right to revise this job description at any time. This description does not?represent?in any way a contract of employment.



Position Type and Expected Hours of Work
This is a full-time position; typical work hours and days are Monday through Friday, 8:30 a.m. to 5:00 p.m. Some flexibility in hours is allowed, but employees must be available during the “core” work hours of 9:00 a.m. – 4:00 p.m. and must work 40 hour each week to maintain full-time status. This is a safety sensitive position and employees holding this position have the responsibility for their own safety and the safety of others. This position is subject to random drug testing.





E.O.E. Dorchester County does not discriminate based on race, color, national origin, gender, religion, age, disability or military service in employment or the provision of services.