Purchasing Clerk

Job Title

Responsible for the preparation of purchase orders and other purchasing documentation and maintains purchasing records. Duties in this class encompass complex, often confidential, administrative tasks requiring independence and judgment in the selection of work methods and procedures including interpretation and application of organizational policies, rules, regulations, and practices related to check requests and purchase order requests. This position reports directly to the Support Services Manager.

Essential Job Duties

The following duties are normal for this position.

• Responsible for preparing, reviewing, and submitting purchase order requests.
• Maintains detailed inventories to track purchasing orders and completion of work orders/projects.
• Receives and verifies invoices for payment.
• Prepare check request/payables for signature.
• Respond to vendor and supplier inquiries about order status, changes, or cancellations.
• Ensures credit card receipts are coded to the correct fund, department, and work order for submittal to finance.
• Responsible for developing and maintaining complete and precise records.
• Assist the Police Department in developing, evaluating, and maintaining purchase order workflow.
• Responsible for working with the Support Services Manager to effectively communicate with staff for completion of work orders.
• Provides routine administrative support.
• Reports to the Police Department Support Services Manager.

The omission of specific statements of duties does not exclude them from the classification if the work is similar, related or a logical assignment for this classification. Other duties may be required or assigned.

Minimum Qualifications

Must possess high school diploma, GED or equivalent is required.

Knowledge, Skills and Abilities

• Excellent time management and organizational skills with strong attention to detail and multitasking.
• Knowledge of Internet software, Microsoft Excel, Word Processing, and Power Point.
• Ability to handle confidential and sensitive information with discretion and tact.
• Ability to maintain effective working relationships with coworkers, officials, administrators and the public.
• Ability to communicate effectively orally and in writing.
• Ability to work independently as well as collaboratively in a positive team environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees in this class must sit for long periods of time and possess manual dexterity sufficient to operate various office equipment. Visual and hearing acuity, with or without correction, is required. Reasonable accommodations will be made for otherwise qualified individuals with a disability.

Environmental Conditions

Employee works in an air-conditioned office, but may on occasion, spend time outside communicating with employees and attending events. Reasonable accommodations will be made for otherwise qualified individuals with a disability.

Benefits

The Village of Palm Springs offers a complete benefits package. General Benefits Information If Selected: Conditional Offer of Employment contingent upon Background Check, Physical, Drug Screen (if applicable) and if interviewing for PD, a Psych and Polygraph as well. PROBATION: All positions serve a one (1) year probationary period PENSION PLAN: FRS (Florida Retirement System)

• Mandatory 3% employee contribution of your gross salary
• Fully vested after eight (8) years

• Health insurance is with Humana HMO Premier Plan. In-network coverage ONLY. There is NO OUT OF NETWORK MEDICAL COVERAGE
• Dental Insurance is with Humana Traditional Preferred DPPO. Out of Network covered
• Weekly Payroll Deductions:
• Employee Only: $17.31/week
• Employee +1: $53.08/week
• Employee +2: $85.38/week
• Employee Family: $109.62/week

• Insurance coverage becomes effective the 1st of the month following 60th day of employment
• Group Life Insurance policy of $50,000 paid for by the Village for employees

• We have 13 paid holidays per year. Police Holiday is paid or comp'd at ten (10) hours for holiday except birthday which is at 8 hours. Birthday is an additional paid holiday but must be requested approved by supervisor, and taken in the same week as the birthday occurs.
• Personal Leave Time: Accrues weekly from hire date at the rate depending on length of time in service. PLT may be used, paid, after six (6) months.