Purchasing Assistant- County Auditor

SUMMARY OF POSITION

Processes and issues purchase orders, including corresponding with departments on initial purchase details, prepares and/or processes line-item transfers and budget amendments to ensure budget compliance. Works conjunctively with the A/P I desk which would involve preparing accounts payable reports, maintaining, posting, and balancing accounting and financial statements, records, documents and reports. Keeps all inventory for the office and purchases as needed. Prepares and maintains the SBITA spreadsheet for our leased equipment for our outside auditors annually. Reconciles some of our account payable accounts to ensure end of the year balancing. Will work towards creating policy to set up centralized purchasing procedures. In charge of purchasing bulk items for cost savings to our department budgets. Responsible for assisting departments in the RFP process which includes preparing, reviewing, and evaluating all bid specs and proposals. Conducts research and review of contact terms and conditions with the County Attorney as needed.

II. ORGANIZATIONAL RELATIONSHIPS

Reports to: County Auditor; may receive direction from First Assistant County Auditor

Directs: This is a non-supervisory position.

Other: Has contact with County Officials, Department Heads, Employees and Vendors; and members of general public.

III. ESSENTIAL DUTIES

Assists in the procurement of buying bulk items and in individual supplies, raw materials, equipment, vehicles, machinery, tools, parts, labor and contract services/repairs to property owned and used by the county;

Assists county departments with purchase requisitions and their orders received, monitors the status of open P.O.’s and aids in resolving purchasing issues, assignment of appropriate budget codes, and miscellaneous questions and problems;

Communicates with and prepares various correspondence and reports in response to requests from vendors;

Monitors all funds for budgetary adjustments to submit to Commissioners Court and upon approval then enters Budget Amendments and Line-Item Transfers into the system;

Assists in reviewing and verifying invoices and requisitions; seeks clarification for any unusual or questionable invoice items or prices with an ability to communicate effectively with external vendors;

Works together with helping fund payroll runs and the A/P I desk and when in need will enter invoices, create accounts payable reports, funding live checks and reviewing financial records to ensure accurate reporting and balancing;

Assists in maintaining records of all accounts payable runs, as well as electronic record of all back-up documentation by scanning and uploading to software system (RVI); filing all records accordingly.

Maintains office supply inventory, compiling price quotes on needed items and ordering supplies as necessary;

Helps coordinate with our departments or point of contacts on the competitive bid process including obtaining their specifications or development of proposals, assembly and mail out. Maintains communication with bidders, tracks and evaluates bids as necessary;

Assists in securing contracts and agreements for services;

Provides supporting documentation to external auditors;

Manages calendar of events in Outlook as well as Auditor’s Web page documents on Civic Plus;

Attends and participates in a variety of E-Meetings, E-Seminars and conferences. Stays abreast of trends, assists in the development of purchasing policies and procedures to optimize the expenditure of County funds;

Monitors the effectiveness of purchasing practices and departmental services, recommends changes necessary to improve operational efficiency and types of services provided to other county departments. Consults with county departments and personnel regarding purchasing requirements including clarifying needs and discussing alternative procurement options including the cooperative memberships the county participates in;

Carries out other duties as may be assigned.

IV. MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Graduation from an accredited high school or its equivalent.

2. One to two years of experience in accounts payable or related field;

3. One to two years of relevant accounting software experience, preferred;

4. Courses offered by state agencies, or by state professional associations, related to purchasing

5. Or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

6. Computer operations and data entry experience required.

B. Knowledge, Skills, and Abilities

1. Knowledge of generally accepted accounting principles and procedures.

2. Knowledge of office practices and procedures.

3. Skill to work accurately with numerical detail and perform accounting procedures.

4. Skill to prepare and maintain complex records and files in an automated system.

5. Skill to coordinate with other staff, departments, officials, and the public.

6. Skill to interpret and apply rules and procedures.

7. Skill in problem analysis and solving techniques.

8. Ability to communicate ideas and instructions clearly and concisely.

9. Ability to give attention to detail and accuracy.

10 Ability to use independent judgment and take initiative.

11. Ability to establish and maintain effective working relationships with others.

*for the purpose of compliance with the Americans with Disabilities Act (ADA) This job description does not take into account potential reasonable accommodations.

Job Type: Full-time

Pay: Up to $38,300.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person