Purchasing Specialist

JOB
ONE CURRENT VACANCY35 HOURS PER WEEK POSITIONUnder general supervision, performs a variety of supervisory administrative and purchasing work in the Finance Department. Work involves overseeing and administering all purchasing-related duties; operating and maintaining a personal computer for processing data information on purchase orders encumbrances into financial software system; verifying data prior to printing of purchase orders and making corrections that are necessary; maintaining fixed asset database for assigned City departments and ensuring items are reordered pursuant to the fixed asset management policy and procedures manual; and maintaining a computerized time clock system to verify time worked by the Finance Department employees and maintaining a record of vacation time, sick time, Family Medical Leave, and compensatory time earned and used. Reports the Assistant Director.

EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONS For Administrative Departments: Reviews and approves supplemental proof reports on purchase orders received from the Finance Department Buyers. Evaluates all proof reports (from buyers and supplemental proof report), making notations on errors found, incorrect General Ledger account numbers, wrong vendor, spelling, etc. Corrections are made in MUNIS financial software system by coordinating with requesting departments, buyers and/or the Finance Department. Posts the purchase orders; prints purchase orders. Attaches supporting documentation to the purchase orders; forwards to the Accounts Payable Clerk. For Police Department: Posts and prints purchase orders issued by the Police Department. Prior to posting and printing will review purchase order for General Ledger account numbers, correct selection of contract number if applicable, spelling and other general notations. To enable payment, will verify to ensure that each Police Department purchase order is accompanied with matching invoice(s) and attached supporting documentation. These items will be logged and forwarded for payment. Citywide: Processes all requisitions for office supplies and issues purchase orders for these supplies. By notification of the Purchasing Clerk and requesting departmental approval, makes any adjustments on purchase orders when invoices are 10% higher than the authorized amount on the purchase order so that payment may be processed by the Finance Department. Maintains fixed asset database by preparing and/or processing fixed asset edit and entry forms at the request of departments (transfer, surplus, salvage or new). Reconciles all fixed assets for all city departments on yearly basis by preparing reports for each department based on what has been entered in the system and ensuring the various departmental responses coincide with what the database reflects. Reports all stolen or lost items to the director for each respective department. Receives and/or reviews various records and reports such as requisitions, purchase orders – Police Department, completed City purchase orders, and proof reports. Refers to computer system, City of Kenner time system, requisitions, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc. Checks daily to verify all information in the computerized time clock are correct. Prepares and/or process employee time record reports for payroll and assistant director or director review. Operates a variety of office equipment such as printer, telephone, desk, file cabinet, computer, switch, etc. Uses a variety of tools such as stapler, standard office tools, etc.; a variety of supplies such as copy paper, staples, writing instruments, general office supplies, etc.; and a variety of computer software such as Outlook Express, Microsoft Access, Microsoft Excel, Munis System, etc. Interacts and communicates with various groups and individuals such as Assistant Director, Purchasing Buyers, Accounts Payable Clerk, Directors, other City employees, and the general public. ADDITIONAL JOB FUNCTIONS Processes incoming/outgoing mail on a rotating basis. Maintains knowledge of City purchasing policy and State bid laws to serve as backup for the Buyers as needed. Attends bid openings upon request. Scans fixed asset records and payroll records in City's paperless system. Also filing and scanning all purchase orders and bid documents in City's paperless system as needed. Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc. Performs other related work as required.

SUPPLEMENTAL INFORMATION
The City of Kenner is an Equal Opportunity Employer - The Kenner Civil Service Department posts current examination announcements on its online application website. Job applications may be filed only when an examination is announced. It is important that you include your entire employment history including periods of unemployment on your application, plus any relevant education and experience. Applications may be rejected if incomplete. Some job postings have an application deadline; others are open on a continuous basis until a sufficient number of applications have been received. Applicants who are interested in jobs that are not currently open for application may complete a job interest card which may be filed with the Kenner Civil Service Office at any time. DELAY IN THE MAIL: The Kenner Civil Service Department cannot accept responsibility for failure of the applicant to receive an admission slip to an examination, or for failure of the Department to receive material mailed by the applicant. VETERANS PREFERENCE in examinations will be granted only to those persons who provide proof of military service during covered periods and who are found to be eligible. The Kenner Civil Service Department does not discriminate on the basis of disability in the admission or access to, or treatment or employment in its programs or activities. Therefore, reasonable accommodations will be provided to allow access to the Department's programs and activities for individuals with disabilities unless such accommodations would result in undue hardship. Auxiliary Aids such as readers, taped text, and large print material or other aids are provided for individuals requesting such accommodations under provisions of the Americans with Disabilities Act. >>>> An attached resume will not replace a completed application. < ****REVIEW YOUR APPLICATION TO MAKE SURE IT IS CURRENT. Failure to provide your qualifying work experience may result in your application not being considered.**** DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.