What are the responsibilities and job description for the Purchasing Clerk position at Fairbanks North Star, Borough of (AK)?
Provide administrative and office support for the Administrative Services Division. Perform purchasing and accounting functions for the Library Services Department. Responsible for researching and comparing suppliers, goods, and services, and then selecting the most suitable in terms of reliability, product quality, and cost-efficiency.
SALARY: 7A
REPORTS TO: Administrative Services Manager
POSITIONS SUPERVISED: None1. Serve as Soft Ledger keeper for the department. Maintain computerized soft ledger accounting system for multiple divisions within the Library Services Department. Regularly reconcile soft ledgers with the Borough’s financial system and resolve discrepancies. Code expenditures to appropriate divisions and accounting object codes.
2. Responsible for the daily deposits for all FNSB libraries. Empty public vending units weekly and prepare deposits. Prepare donation deposits and memos in accordance with FNSB code.
3. Assists the Administrative Services Manager on budget preparation, financial obligations, and specialized departmental grant fulfillment.
4. Responsible for fiscal year-end processing, rolling purchase orders, and running reports for management.
5. Initiate and process purchase requisitions, verify and check in materials upon arrival, and process invoices for payment. Order, stock, and maintain inventory of department supplies. Initiate budget transfers, recodes, and change orders, as needed.
6. Process and reconcile P-card transactions for the department, prepare travel authorizations, and expense reports. Process patron refund check requests for approval. Ensuring compliance with FNSB policies and procedures.
7. Provide procurement assistance to the department.
8. Maintain procurement records, contract files, financial and other departmental files. Initiate correspondence, memos, request for quotes (RFQ), and contract renewal documents.
9. Serve as Records Coordinator for multiple divisions within the Library Services Department. Monitor, prepare, and process records in accordance with the records retention schedule. Coordinate the destruction of warehoused records. Manage the division's storage allocation.
10. Responsible for troubleshooting office and public use equipment such as vending units, copiers, printers, and scanners and placing tickets or service requests with vendors and Digital Services.
11. Greet and assist patrons in the administrative office. Assist with building issues, place facility work orders and coordinate tasks with appropriate personnel to minimize disruption of operations.
12. Serve as alternate Petty Cash and Change Fund Custodian. Serve as alternate timekeeper.
13. Serve as backup to the Administrative Assistant II.
14. Required to drive frequently to purchase supplies, do banking, deposits, assist North Pole Branch staff, and deliver materials as needed.
15. Serves as the designer of the department-wide logos and banners for marketing purposes. Use desktop software to write correspondence and create brochures, flyers, and notifications as directed.
16. Assist with special projects as requested.
17. Maintain an updated and accurate desk manual.
18. Other duties as assigned within the scope of assisting library staff with the continued continuity of operations.MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent and three (3) years of progressively responsible office experience to include one (1) year experience involving purchasing. One (1) year of accounting coursework or one (1) year experience in governmental accounting is preferred.
2. Employee must be proficient in operating a personal computer and common software programs such as MS Word and Excel.
3. Experience in working with large financial systems and modules for Purchasing and Accounts Payable.
4. Experience in working with timekeeping software preferred.
5. Ability to operate a variety of office machines, including printers, copiers, scanners, fax machines, and multi-function phone systems.
6. REQUIRED: Must have and be able to maintain a valid driver’s license. Must meet insurance standards and maintain insurability under the Borough's insurance program. If personal automobile is used for Borough business, proof of automobile insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST.)
KNOWLEDGE, SKILLS, AND ABILITIES
1. Demonstrated ability to establish and maintain effective and harmonious working relationships with vendors, employees at all levels of the Borough, outside entities, and the public.
2. Must be capable of functioning with minimal direction and perform work in an organized and professional manner sometimes under stressful situations and the pressures of short deadlines.
OTHER
1. This position requires a criminal background check.JOB CONTACTS:
Daily contact with employees at all levels of the Borough and daily contact involving outside organizations/agencies.
JOB RESPONSIBILITY:
Does not supervise; experiences minor problems daily and occasional major ones that must be resolved on own initiative with little immediate supervision; the consequences of error, carelessness or mistaken judgment require normal effort to recover.
WORK ENVIRONMENT:
Private/semi-private office where conditions are pleasant; while in the field, there is minor accident/hazard probability; requires short periods of moderate lifting, pushing or pulling (26-50 lbs.).
SALARY: 7A
REPORTS TO: Administrative Services Manager
POSITIONS SUPERVISED: None1. Serve as Soft Ledger keeper for the department. Maintain computerized soft ledger accounting system for multiple divisions within the Library Services Department. Regularly reconcile soft ledgers with the Borough’s financial system and resolve discrepancies. Code expenditures to appropriate divisions and accounting object codes.
2. Responsible for the daily deposits for all FNSB libraries. Empty public vending units weekly and prepare deposits. Prepare donation deposits and memos in accordance with FNSB code.
3. Assists the Administrative Services Manager on budget preparation, financial obligations, and specialized departmental grant fulfillment.
4. Responsible for fiscal year-end processing, rolling purchase orders, and running reports for management.
5. Initiate and process purchase requisitions, verify and check in materials upon arrival, and process invoices for payment. Order, stock, and maintain inventory of department supplies. Initiate budget transfers, recodes, and change orders, as needed.
6. Process and reconcile P-card transactions for the department, prepare travel authorizations, and expense reports. Process patron refund check requests for approval. Ensuring compliance with FNSB policies and procedures.
7. Provide procurement assistance to the department.
8. Maintain procurement records, contract files, financial and other departmental files. Initiate correspondence, memos, request for quotes (RFQ), and contract renewal documents.
9. Serve as Records Coordinator for multiple divisions within the Library Services Department. Monitor, prepare, and process records in accordance with the records retention schedule. Coordinate the destruction of warehoused records. Manage the division's storage allocation.
10. Responsible for troubleshooting office and public use equipment such as vending units, copiers, printers, and scanners and placing tickets or service requests with vendors and Digital Services.
11. Greet and assist patrons in the administrative office. Assist with building issues, place facility work orders and coordinate tasks with appropriate personnel to minimize disruption of operations.
12. Serve as alternate Petty Cash and Change Fund Custodian. Serve as alternate timekeeper.
13. Serve as backup to the Administrative Assistant II.
14. Required to drive frequently to purchase supplies, do banking, deposits, assist North Pole Branch staff, and deliver materials as needed.
15. Serves as the designer of the department-wide logos and banners for marketing purposes. Use desktop software to write correspondence and create brochures, flyers, and notifications as directed.
16. Assist with special projects as requested.
17. Maintain an updated and accurate desk manual.
18. Other duties as assigned within the scope of assisting library staff with the continued continuity of operations.MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent and three (3) years of progressively responsible office experience to include one (1) year experience involving purchasing. One (1) year of accounting coursework or one (1) year experience in governmental accounting is preferred.
2. Employee must be proficient in operating a personal computer and common software programs such as MS Word and Excel.
3. Experience in working with large financial systems and modules for Purchasing and Accounts Payable.
4. Experience in working with timekeeping software preferred.
5. Ability to operate a variety of office machines, including printers, copiers, scanners, fax machines, and multi-function phone systems.
6. REQUIRED: Must have and be able to maintain a valid driver’s license. Must meet insurance standards and maintain insurability under the Borough's insurance program. If personal automobile is used for Borough business, proof of automobile insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST.)
KNOWLEDGE, SKILLS, AND ABILITIES
1. Demonstrated ability to establish and maintain effective and harmonious working relationships with vendors, employees at all levels of the Borough, outside entities, and the public.
2. Must be capable of functioning with minimal direction and perform work in an organized and professional manner sometimes under stressful situations and the pressures of short deadlines.
OTHER
1. This position requires a criminal background check.JOB CONTACTS:
Daily contact with employees at all levels of the Borough and daily contact involving outside organizations/agencies.
JOB RESPONSIBILITY:
Does not supervise; experiences minor problems daily and occasional major ones that must be resolved on own initiative with little immediate supervision; the consequences of error, carelessness or mistaken judgment require normal effort to recover.
WORK ENVIRONMENT:
Private/semi-private office where conditions are pleasant; while in the field, there is minor accident/hazard probability; requires short periods of moderate lifting, pushing or pulling (26-50 lbs.).