PURCHASING AGENT SPECIALIST

Under the direction of the Finance Director and/or other supervisor, performs related tasks and duties in the area of purchasing and finance.

REQUIREMENTS:

• High school diploma.
• Must possess Certification as a Registered Public Purchasing Specialist (RPPS).
• Advanced specialized course training desired (governmental purchasing courses, governmental accounting and finance courses).
• Operation of office equipment such as typewriter, calculator, check signer and computer, as well as bookkeeping and billing machines.
• Knowledge of Microsoft Excel, Microsoft Word, and GFMS.
• Knowledge of arithmetic and accounting procedures.
• Accuracy in checking, posting and counting.
• Valid New Jersey Driver's License

FINANCE DUTIES AND RESPONSIBILITIES:

• Preparation and maintenance of bills and vouchers for the Voucher Payment List for Council.
• Answers all inquiries of Council and Business Administrator for all departments pertaining to the Voucher Payment List.
• Prepares special schedules for council meetings for all departments.
• Prints and mails all checks from the bill listing.
• Validates vouchers with treasurers record after bill listing.
• Maintains and reconciles up-to-date blanket purchase order records for all departments.
• Maintains official payment voucher file for all departments.
• Maintains and tracks telephone, electric, water & sewer, natural gas, mobile phones, and street lighting billing and payments.
• Provide Senior Accountant with supporting documentation for bank reconciliations and analysis.
• Assists in the operation of the budgetary system.
• Input control on budgetary operation for all departments (vendors, new accounts-budgetary, general ledgers and revenues, encumbrances, cash receipts and cash disbursements, adjustments, appropriation changes, all journal entries, and daily/month/yearly reports).
• Assists with maintaining current vendor list for entire Township.
• Assists in the training of all divisional employees and department employees in the functions and operations of the GFMS system.
• Assists in reviewing and coding responsibilities for all departments (new vendors, accounts, posting entries for payroll, cash receipts, journal entries, etc.).
• Assists the departments in resolving vendor problems and/or payments.
• Answers inquiries from vendors pertaining to payments or problems with billing.
• Prepares purchase orders, change orders and certification of funds for all departments.
• Assists in providing budgetary, general ledger and revenue reports for all departments and Council.
• Assists auditor in reconciling prior year records.
• Performs such other related duties as may be required.

PURCHASING DUTIES AND RESPONSIBILITIES:

• Assists in the preparation of bid specifications.
• Preparation of Bid/RFP/RFQ packages.
• Interaction with vendors/consultants.
• Submission of advertisements to Clerk's Office and posting of same on website.
• Preparation of summary worksheet and breakdown for submitted bids/quotes.
• Preparation of recommendations for bids/quotes for Legal Department.
• Maintenance of spreadsheets on open contracts and business registrations.
• Update purchasing website.
• Preparation of purchase orders to ensure purchasing procedures are followed.
• Ordering of all supplies.
• Performs such other related duties as may be required.

BENEFI  TS:

• Comprehensive medical, dental, and vision benefits as well as pension and retirement planning options available for full-time, permanent employees.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.