Purchasing Administration Assistant

Pay: $23.28/hour

This document is not a contract of employment. Employment is at-will.

Employees of the County of Laurens and applicants for employment shall be afforded equal opportunity in all aspects of employment without regard to race, color, religion, political affiliation, national origin, disability, marital status, gender, sexual orientation, or age.

Reasonable accommodation(s) may be available to employees or applicants of this position under the ADA/ADAA if given prior notice by the employee or applicant.

The information contained within this document indicates the general nature and level of work to be performed by an employee within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, or work required of employees assigned to this position.

GENERAL STATEMENT OF JOB

Under limited supervision, performs various routine to complex administrative and clerical duties involved in the procurement of goods and services for the County. Work involves developing Request for Proposals/Pricing, issuance and tracking of purchase orders, payroll preparation for Public Works Department, reconciliation of purchasing card statements, vehicle asset/maintenance tracking software, CTC Expenditure Tracking, administrative assistance to various departments, maintaining files and logs, answering incoming calls and providing professional and courteous customer service. Reports to Assistant Public Works Director.

ESSENTIAL JOB FUNCTIONS

• Answers the telephone; provides assistance to callers and/or forwards calls to appropriate personnel; takes and relays messages.
• Under supervision from Purchasing Director, Coordinates the procurement of all supplies, materials and equipment for Laurens County, ensuring compliance with all applicable policies, procedures, laws and regulations.
• Obtains quotes and prices for purchase orders from County departments; approves and enters purchase orders into computer.
• Preparation and submittal of payroll documents for the Department of Public Works to ensure accuracy of employee pay data.
• Prepares contracts for approval; administers contracts for maintenance, service and lease agreements; terminates contracts as appropriate.
• Receive and reconcile Purchasing Card statements for the Assistant Public Works Director and various other departments as needed.
• Maintains accurate and complete procurement and fleet management records; maintains up-to-date asset inventory records.
• Provide administrative assistance to the Laurens County Transportation Committee; maintain and track expenditures for road resurfacing projects, preparation of payments and maintaining files for expenditure tracking.
• Provide administrative assistance to Public Works Department, Parks and Recreation Department, Human Resources Department and various other departments as needed.
• Attends meetings, records, transcribes and distributes meeting minutes within appropriate timeframes.
• May perform general bookkeeping duties as assigned, including but not limited to processing accounts receivable and/or payable.
• Organizes and assists with special projects and performs specialized duties peculiar to assigned departments.
• Performs routine clerical duties as required, including but to limited to copying and filing documents, retrieving files, sending and receiving faxes and e-mails, assembling and collating documents, processing daily mail, maintaining lists and logs, ordering supplies, etc.
• Refers to policy and procedure manuals, ordinances, accounting bulletins, laws, regulations, computer manuals, budgets, chart of accounts, etc.
• Operates a vehicle and a variety of office equipment such as telephone system, computer, copier, printer, fax machine, laminating machine; uses a variety of office tools and materials and computer software for work and data processing.
• Interact and communicate with various groups and individuals such as the supervisor, co-workers, vendors, and the general public.
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

ADDITIONAL JOB FUNCTIONS

• Performs clerical/administrative duties as required, which may include preparing reports and correspondence, entering and retrieving computer data, copying and filing documents, receiving and responding to e-mails and faxes, answering the telephone, etc.
• Performs related work as required.

MINIMUM TRAINING AND EXPERIENCE

Requires minimum 2-year degree in accounting or related field with two years’ experience in governmental procurement, clerical or related work experience; or any equivalent combination of training and experience, which provides the required knowledge, skills and abilities.