ADMINISTRATIVE/PURCHASING ASSISTANT

GENERAL PURPOSE

Performs administrative duties including a variety of routine and complex clerical, administrative, and data processing work. The Administrative/Purchasing Assistant performs purchasing functions including approving requisitions for city departments and preparing the claims docket for Board meetings. Assists the City Accountant with duties as assigned. In addition, specific departmental duties include voter registration, golf cart inspections and registrations, privilege licenses, and city deposits.

SUPERVISION RECEIVED

Works under the general supervision of the City Clerk.

SUPERVISION EXERCISED

This position does not supervise any employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greets visitors and provides information as requested, answers telephone and routes calls to appropriate department or person.
• Responsible for receiving deposits daily from city departments, ensuring accuracy and posts to receipts and general ledger.
• Maintains a balanced cash drawer including the receipt of payments and disbursement of change and prepares the daily deposit for the Supervision and Finance Department.
• Responsible for processing all requisitions for purchases within the city by ensuring the correct account number, adequate funding, and a breakdown of product, quantity, price, location, and/or equipment, if applicable, with the objective being to obtain the best quality products for the city at the best price.
• Ensures purchasing procedures and laws mandated by the State of Mississippi are being followed.
• Requires validation of goods received from departments and approves invoices for payment.
• Prepares the bi-monthly purchasing docket of claims, audits and scans invoices into electronic filing for historical access.
• Maintains communication with vendors and departments concerning timely invoices and payments of claims.
• Issues asset tags and control sheets to departments, ensures their return for entering data in the inventory system. Upon completion, shares copies with the City Accountant for depreciation/audit purposes and IT for internal auditing.
• Assists with annual inventory performed throughout all city locations.
• Maintains and is responsible for issuing and collecting fees for all Privilege Licenses.
• Maintains and is responsible for issuing and collecting fees for all Golf Cart Registrations, to include inspections.
• Accepts voter registration applications, scans and mails completed applications to Jackson County.
• Assists citizens regarding city-owned cemeteries.
• Receives complaints, inquiries submitted through the website and public records requests, forwarding them to appropriate departments, and provides responses within a timely manner in accordance with the Public Records Act.
• Maintains an accurate and timely log of all Public Records Requests.
• Assists in Water Department as needed.
• Works with City Accountant to provide necessary documentation, files, etc., for annual audit procedures.
• Supports accounting team as needed.
• Supports Board of Aldermen live stream camera as back-up personnel, as needed.
• Provides Mayor’s office with phone and message support as needed.
• Performs any related work as required and any other duties assigned by the City Clerk.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

Minimum graduation from a high school or GED equivalent. Preferred: minimum of two years of experience including customer service, cash handling, and accounting duties.

Necessary Knowledge, Skills, and Abilities:

• Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures.
• Must be detail-oriented with a high level of accuracy, able to establish priorities and multi-task.
• Skill in operating the listed tools and equipment.
• Ability to establish and maintain effective working relationships; ability to communicate effectively, orally and in writing; ability to work under pressure and/or frequent interruptions; ability to work with angry and difficult customers.

ADDITIONAL REQUIREMENTS

Ability to be bonded is a requirement, due to cash handling.

Must have a valid driver’s license issued by the State of Mississippi.

Work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m., with occasional evening hours

TOOLS AND EQUIPMENT USED

Personal computer, including Excel and Word, internet, and email such as Microsoft Outlook; central financial computer systems; telephone; 10-key calculator; and copy machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative to those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. Must pass a criminal background check and drug test.

The duties listed above are intended only as illustrations of the several types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.