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Text of Document: ADMINISTRATIVE ASSISTANT(PURCHASING/PERSONNEL/COMMUNICATIONS)DEFINITION
This position is under the administrative direction of the City Clerk / Coordinator and performs responsible administrative and technical work in the areas of Purchasing, Personnel and Communications. Responsibilities in Purchasing include development, administration and coordination of the central purchasing functions of the city. Responsibilities in Personnel include work in planning, organizing, directing and coordinating the personnel program. Responsibilities in Communications include enhancement of communications between all city departments, the public and the media. Instructions to the employee are general and the employee must routinely use independent judgement when performing tasks.
EQUIPMENT / JOB LOCATION
The employee will operate a computer, typewriter, fax machine, ten key calculator, copier and other modern office equipment.
The employee typically works indoors in an office environment and may be exposed to tobacco smoke.
The employee may be required to lift objects weighing no more than 25 pounds.
ESSENTIAL FUNCTIONS OF THE JOB
Develops policies and procedures to effect a sound and centralized purchasing program.
Prepares specifications, advertises and solicits competitive bids, and communicates with suppliers.
Analyzes bids and makes recommendations to superiors, obtains necessary approval, and issues purchase orders or awards contracts for the procurement of goods and services.
Maintains proper records and documentation of the Personnel and Purchasing functions.
Communicates effectively with Department Heads and other City Officials in coordinating and implementing the Purchasing and Personnel Programs with courtesy and tact.
Develops Personnel Policies and Procedures.
Administers and coordinates the Personnel Program.
Administers and evaluates the personnel merit system program.
ADDITIONAL EXAMPLES OF WORK PERFORMED
Prepares news releases and arranges for media coverage of newsworthy events.
Develops, publishes and distributes newsletters (both employee and citizen) to enhance awareness of city benefits and work environment provided to employees and services provided to the citizens by the city.
Signs for Town bank accounts / deposits.
Prepares budget for Department of Community and Economic Development.
Performs related work and other tasks as assigned by the City Clerk / Coordinator.
REQUIRED KNOWLEDGE AND ABILITIES
Knowledge of the principles and practices of centralized purchasing.
Knowledge of the principles and practices of public personnel administration.
Knowledge of journalistic methods and practices.
Knowledge of the field of public relations.
Ability to establish and maintain effective working relationships with the public, the news media, employees, external agencies and organizations, the City Clerk, and the City Council.
Ability to efficiently prepare and maintain thorough and accurate reports and records.
Ability to develop long-term plans and programs and to evaluate work accomplishments.
Ability to present facts and recommendations effectively in oral and written form to the City Clerk/Coordinator.
Ability to analyze facts and exercise sound judgement in arriving at conclusions.
Ability to plan, supervise and review the work of technical and clerical subordinates.
Ability to guide and train others and to direct work through other supervisors.
QUALIFICATIONS
Graduation from a four-year college with major course work in Business Administration, Business Management or Public Administration is required.
No less that two years experience in purchasing or public administration required.
Some experience in Personnel Administration and Public Relations desired.
Must have the ability to be bonded. |