JOB DESCRIPTION

 

 

JOB TITLE:  Office Assistant III (Community Programs)

 

MAINTENANCE REVIEW DATE:  May 2001

 

ORG/POS #:  1039/1617

 

JOB OBJECTIVE:  To validate, code, and pay all invoices for the Department of Community Programs.

 

ACCOUNTABILITY:  Receives general supervision from the Administrative Assistant I.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Codes invoices to ensure they are charged to the proper budget accounts; prepares purchase requisition forms for payment of each invoice.

 

2.         Receives invoices for all Department purchases; compares invoices to delivery tickets to ensure all items were received before payments are released.

 

3.         Monitors budget accounts to ensure adequate funds are available; notifies supervisor of any deficiencies.

 

4.         Reviews purchase requests and prepare purchase requisitions for approval signature; reviews invoices for accuracy and ensures they are charged to the proper budget account; forwards purchasing requisitions to the Finance Department for payment.

 

5.         Contacts vendors to obtain price quotations for purchase of equipment, supplies, and services; places orders; prepares purchase requisitions and forwards to Finance Department for payment.

 

6.         Provides information to vendors for verifying items received to correct billing errors; forwards corrected invoices to the Finance Department for payment.

 

7.         Receives and deposits monies with the Department of Finance for reimbursements, overpayments, refunds; completes form for deposits and verifies deposits are charged to the proper budget account.

 

8.         Enters information into the computer to generate payment vouchers for invoices; prepares copies for appropriate files and agencies.

 

9.         Submits invoices, payments and vouchers to Department of Finance upon approval.

 

10.       Answers the telephone; assists vendors with questions regarding the payment of invoices by retrieving information from the computer terminal.

 

JOB TITLE:  Office Assistant III (Community Programs)

JOB DESCRIPTION – CONTINUED

 

 

11.       Develops and maintains a filing system for departmental documents and records regarding purchases and other budget documents.

 

12.       Assists the Office Assistant II in the preparation of various monthly, quarterly, semi-annual, and annual reports by gathering data and information.

 

13.       Answers questions and provides information to callers and visitors to the Department of Community Programs or refers callers and visitors to the appropriate organization, agency, etc.

 

14.       Serves as backup to the Office Assistant II by answering telephones; taking messages and directing callers or visitors to appropriate personnel.

 

15.       Provides assistance in the annual inventory of equipment assigned to the department by tagging equipment and completed related forms.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB TITLE:  Office Assistant III (Community Programs)

JOB SPECIFICATION-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.)	10
Carrying (lbs.)	10
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