ADMINISTRATIVE ASSISTANT

PURCHASING DEPARTMENT

Summary:

Provides a variety of technical and administrative support services. Maintains bids, contract activity logs, quarterly fuel consumption reports, and other department specific materials; maintains and updates local bidding preference report. Creates, updates, and maintains electronic vendor files, and other similar information, including the processing of initial vendor ACH forms. Tracks insurance certificates; tracks and reports procurement card transactions. Answers the telephone, relays messages, and transfers phone calls. Interacts with internal and external customers, and City Departments. Prepares, issues, and sends out letters, receipts, bills, and policies. Prepares correspondence, statements, checks, etc., including printing, filing and distribution of documents. Uses department databases to create mailing lists. Opens and routes incoming mail, answers correspondence, and prepares outgoing mail. Prepares and processes payroll and performs related payroll functions. Records, indexes, and files department-specific documents. Receives revenue, processes payments, and assists with bookkeeping functions and purchases supplies. May prepare agendas, take notes, and transcribe minutes for various meetings as assigned. Recognizes and follows protocols to report fraudulent or suspicious activities. Floats to other departments as assigned. Other duties may be assigned.

Qualifications:

Requires High school diploma (or GED), and 2 to 4 years of relevant experience. Education and experience may be substituted. Requires mathematical skills, excellent communication skills, high level of confidentiality, ability to establish and maintain effective working relationships and provide quality customer service. Ability to recognize cyber fraud in areas of responsibility. Requires intermediate knowledge of Database, Purchasing, Financial Management, payroll systems, and Internet software; and intermediate to strong

knowledge of Spreadsheet and Word Processing software. Notary Public preferred.

Physical Demands and Work Environment:

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand and reach with hands and arms, lift and/or move up to 10 pounds. Regularly works in indoor or office environment.

Classification, Schedule and Information:

Full time position, 37 hours per week, Monday through Thursday 8:00 a.m. to 4:30 p.m. ( hour unpaid lunch daily), and Friday 8:00 a.m. to 1:30 p.m. (no lunch period). Position tested (computerized testing based on related job functions, and Excel test).

Benefits

include Defined Benefit Pension Plan, generous time off (personal days, perfect attendance days, vacation, accrued sick leave, including 13 full day and 2 half day holidays) and insurance package (medical, dental, vision care, prescriptions, life, and short-term disability).

Salary: $24.45/hour. (Increases to $26.78 @6 months, and $27.21 @1 year.)

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Administrative Assistant