UTILITIES SPECIALIST - PURCHASING AND ACCOUNTS PAYABLE/RECEIVABLE

Utilities Department Procurement And Financial Operations

This is a non-exempt position under the direction of the Utilities Budget & Contract Manager. This position performs independent technical and administrative work in support of the Utilities Department's procurement and financial operations. Responsibilities include accounts payable and receivable, inventory management, purchasing, and the ordering, tracking, and accountability of secured assets and materials. The position is responsible for procuring or coordinating the acquisition of construction, technology, supplies, equipment, and professional services, as well as processing associated payments to ensure the timely and efficient operation of the department. All activities must be performed in accordance with all applicable federal, state and local laws, ordinances, rules and regulations, policies and procedures. Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

Examples Of Duties

Responsible for processing accounts payable functions including invoice review, payment coordination, record maintenance, and vendor communication. Provides backup support for inventory operations including tracking stock levels, receiving materials, maintaining inventory records, and assisting with supply distribution as needed. Responsible for purchasing water and wastewater treatment materials, supplies, and equipment necessary for daily operations. Duties include preparing and placing orders, coordinating with vendors, resolving delivery or material discrepancies, and processing associated invoices to ensure accurate and timely payment. Reviews, edits, and processes departmental requisitions to ensure compliance with specifications, quantities, quality standards, delivery schedules, and the operational needs of the requesting section. Coordinates and verifies deliveries against purchase orders to ensure the accuracy and completeness of shipments. Tracks and documents partial deliveries to ensure payments and credits accurately reflect the quantities received and comply with the associated purchase orders. Coordinates shipping and prepares items for return due to warranty claims, shipping damage, or incorrect shipments, ensuring proper documentation and vendor communication. Provides general office, administrative, and/or clerical support to the assigned department and/or department head. Performs a variety of critical record management duties and manages department record retention and filing systems of relevant materials. Plans, initiates, and completes complex administrative duties and may oversee office administration as needed. Supports routine inquiries, providing non-technical information regarding departmental services, explaining established policies and procedures, and screening and directing callers and visitors to the appropriate personnel or division. Operates standard office equipment, including copiers, scanners, printers, personal computers, and other related office technology. Sorts, indexes, and files correspondence, reports, forms, invoices, and other records alphabetically, numerically, or according to established filing and records management procedures. Scans, images, and electronically files documents using the department's document management system to ensure accurate record retention and retrieval. Receives, sorts, and distributes incoming and outgoing mail, packages, and departmental correspondence in a timely and efficient manner. Conducts research as requested, collects data from various sources, analyzes data utilizing various databases, makes decisions in accordance with established policies and procedures. This position does not have final procurement authority. Schedules various appointments and meetings and provides assistance for such meetings and may serve as department timekeeper. Performs related work as required and as directed.

Typical Qualifications

Knowledge of modern office procedures, practices, and equipment. Knowledge of the organizational structures, functions, operations, objectives and goals of municipal government. Knowledge of the appropriate laws, rules, regulations, and procedures governing city operation and the structure and function of various city departments. Knowledge of departmental budget coordination and preparation. Knowledge of business English, spelling, and punctuation. Knowledge of computer-related terminology and of data processing equipment capabilities and limitations. Skill in computer literacy with emphasis on Microsoft Office programs. Skill in written and verbal communication. Skill in basic mathematical functions. Skill in customer service. Ability to research and develop information from a variety of sources. Ability to maintain complex records and prepare accurate reports from such records. Ability to prepare correspondence on routine matters and perform routine office management details without referral to supervisor. Ability to prioritize work assignments and tasks and handle numerous objectives simultaneously. Ability to adhere to tight schedules while maintaining work quality. Ability to contribute and communicate effectively as a team member in a manner conductive to maximize performance and morale. Ability to maintain confidentiality. Ability to be trained in the safe operation of a forklift to assist with receiving, unloading, and transporting deliveries and materials as needed. Ability to establish and maintain effective working relations with city officials, other city departments, fellow employees, supervisors, outside agencies, and the general public. Education and Experience: High school diploma or equivalent; supplemented by a minimum of 3 years of office and/or administrative support experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Licenses and Certifications: Valid State of Florida driver's license.

Work Environment

Work is performed in an office environment.