JOB DESCRIPTION

 

 

JOB TITLE:  Office Assistant II (Finance - Purchasing)

 

MAINTENANCE REVIEW DATE:  April 2000

 

ORG/POS #:  1130/2136

 

JOB OBJECTIVE:  To answer the telephone and greet and direct visitors of the Purchasing Department and to type and maintain files of Purchasing related documents.

 

ACCOUNTABILITY:  Receives general supervision from the Purchasing Agent.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Types bids from information on bid transmittal forms utilizing a microcomputer and word processing software, obtains the Purchasing Agent's approval and assigns bid numbers.

 

2.         Mails Invitation to Bid forms and other necessary information to each vendor on the vendor's list.

 

3.         Enters vendor's list corrections and additions into the LGFS system and updates the vendor application files.

 

4.         Types purchase fact sheets, tabulation sheets, correspondence and departmental and division reports, utilizing a microcomputer and/or typewriter.

 

5.         Types or enters purchase orders into a computer; obtains the Purchasing Agent's approval and distributes to the appropriate department.

 

6.         Types newspaper advertisements for formal bids and ensures the newspaper receives the ads.

 

7.         Maintains alphabetical and numerical files of telephone quotes, purchase orders, purchase requisitions, and other related information.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Answers the telephone, provides information to callers;                                                                               greets and directs visitors of the Purchasing Department.

 

2.         Attends bid openings, records bid totals, and makes copies of bids as required.

 

3.         Serves as clerical backup to other divisions by performing data entry duties, filing forms and documents.

 

4.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB TITLE:  Office Assistant II (Finance - Purchasing)

JOB DESCRIPTION – CONTINUED

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)	5
Carrying (lbs.)	5
Stooping, Bending	ü
Kneeling, Squatting	ü
Walking	ü
Standing	ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)	ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)	ü
Color Vision (ability to identify and distinguish colors)	ü
Depth Perception (ability to judge distance spatial relationships)	ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü