Civil Service

Job ID:

Issue Date:
OCTOBER 1, 2019


Application Deadline:
4:00 PM, November 18, 2019

General Statement of Job:
Under 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.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
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.

Communication Skills:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments and/or directions from supervisor.

Physical Requirements:
Must be physically able to operate a variety of automated office machines, which includes typewriters, calculators, computers, copiers, postage meters, etc. Must be able to exert up to 30 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Mental Involvement:
Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; and to interpret an extensive variety of technical instructions in mathematical or diagrammatic form. Must be able to deal with several abstract and concrete variables. Requires the ability to apply principles of rational systems such as accounting, purchasing, legal systems, etc., in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Minimum Training and Experience Qualifications:
Current employment in the Finance Department in a related position.

Interpersonal Relationship Skills:
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

Test Required:
RATING OF TRAINING AND EXPERIENCE . . . . . . . Weighted 100%

Salary Requirements: