Civil Service

Job ID:

Issue Date:
OCTOBER 8, 2019


Application Deadline:
4:00 PM, OCTOBER 23, 2019

General Statement of Job:
Under general supervision, performs a variety of administrative and purchasing activities to ensure the most cost-effective procurement of equipment, supplies, materials, and services for all end user departments. The position of reviews all purchases for compliance with City Ordinances, State Public Bid Law, and MUNIS financial software procedures prior to issuance of purchase orders. Reports to the Assistant Director.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Processes all requisitions; converts requisitions to purchase orders; ensures accuracy, completeness, and compliance. Issues purchase orders for all administrative departments. Make decisions on what is assigned a purchase order according to standard procedures and compliance with City Purchasing Policy. Prepares Purchase Order Proof Report for Program Specialist to verify data entered for all purchase orders prior to printing of purchase orders. Processes telephone, sealed, and letter bids; prepares and maintains bid files; verifies, copies, and makes folders and memorandums for telephone and letter sealed bids. Reports to the Director and Assistant Director any questionable purchases or processes. Researches current State and/or Parish contracts; identifies possible bidders; prepares and mails all addenda and addendums occasionally; attends bid openings; reviews bids after opening; makes a tally sheet; copies to departments; scans all bids; returns bid bond cashier checks and certified checks. Creates and maintains electronic and paper vendor files; sends new vendor packets with letter. Processes monthly purchase orders for departments. Orders supplies for departments. Researches where departments can obtain needed supplies for the most competitive price. Issues and upd ates fuel cards. Assists in supplemental training of employees in financial software system and educating them on City Purchasing Policy. Assists with calls from vendors and other employees to verify payment to vendors. Receives and/or reviews various records and reports such as requisitions, outgoing/incoming bids, vendor packets, fuel card request. Prepares and/or processes various records and reports such as hand written requisitions, memorandums to departments, office supply orders, return of certified cashier checks, and open purchase order letters. Refers to State and Parish contracts, Internet, City telephone directory, verbiage list, resolutions, ordinances, policy and procedure manuals, publications and reference texts, etc. Notifies departments of contracts that will expire for further action by requesting department, whenever applicable. Operates a variety of office equipment and machinery such as copy machine, adding machine, fax machine, computer, printer, 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 Microsoft Office (Outlook, Word, Excel), Munis System, Internet etc. Interacts and communicates with various groups and individuals such as Assistant Director, other Buyers, Accounts Payable Clerk, Director, all City departments, and the general public. ADDITIONAL JOB FUNCTIONS 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 as needed Answers telephone and handles office visitors (departmental employees and vendors). Processes incoming/outgoing mail on a rotating basis. Provides backup support for other departmental positions when those employees are absent from work. Attends bid openings and assists ensuring that bids are read aloud in accordance with state public bid law. Files and scans all purchase orders and bid documents into City’s paperless system. Performs related duties as required.

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

Physical Requirements:
Must be physically able to operate a variety of automated office machines, which include a computer, typewriter, calculator, copier, fax machine, etc. Must be able to exert up to twenty pounds of force occasionally and/or up to ten pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects. Light work usually requires walking or standing to a significant degree. Must be able to lift and/or carry weights of ten to twenty pounds.

Mental Involvement:
Requires the ability to apply principles of common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variable in or from standardized situations. The position of buyer is the front line position in Finance and holds important authorization in processing purchases for City departments. Therefore the position requires the ability to make routine independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and to understand and implement basic computer and office machinery functions.

Minimum Training and Experience Qualifications:
Requires a high school diploma or equivalent, with a minimum of two years of varied clerical experience; or an Associate’s degree or higher in Accounting/Finance and six months of accounting/financial work experience. Must be proficient in typing and have general computer skills.

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 when confronted with an emergency or tight deadline.

Test Required:

Salary Requirements: