What are the responsibilities and job description for the Administrative Assistant (Purchasing) position at City of Deerfield Beach, FL?
Salary : $19.80 - $25.73 Hourly
Location : Bernard Adams Municipal Complex (Formerly Central City Campus), FL
Job Type : Full-Time
Job Number : 01074
Department : Financial Services
Division : Purchasing and Contract Administration
Opening Date : 02 / 07 / 2025
Closing Date : 2 / 14 / 2025 5 : 00 PM Eastern
Summary Objective
The purpose of this position is to provide administrative support to the assigned department.
This class works under close to general supervision according to set procedures but determines how or when to complete tasks.
Essential Functions
The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.
- Answers and directs all incoming calls and welcomes all individuals who enter the office. Informs, advises, records, processes, and follows up on all customer requests / complaints efficiently and expeditiously that are received by telephone, mail, email, or personally from citizens, elected officials, agencies, City employees, and or clients.
- Composes, types, and edits general correspondence, forms, reports, memos, handbooks, notifications, and other data; revises and develops formats for forms and reports. Reviews typing for clarity and accuracy.
- Receives, stamps in, and / or distributes incoming correspondence and deliveries, handles outgoing mail, distributes in-house memos and supplies. Processes and stamps outgoing mail.
- Establishes and maintains a comprehensive filing system; maintains and updates office manuals; maintains records.
- Gather, compile and process documents required to create purchase requisitions for contracts and incoming invoices and submit to Accounts Payable as is required. Reviews for accuracy.
- Efficient with 3rd party software for program and activity registrations and reports.
- Maintains time and attendance records and prepares payroll for supervisor's signature.
- Maintains databases, including contacts, addresses, terms, etc. Electronically records / searches for data in multi-application computer systems.
- P-card Administration
- Submit advertising of solicitations to newspapers and websites as applicable.
- Schedule and maintain dates for contract renewals, expirations, and technical meeting dates.
- Update and maintain electronic supplier registration database.
- Assist staff with purchasing solicitation activities as needed.
- Assist staff and in determining commodity needs, services needs and schedules.
- Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
Typical Qualifications
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS :
PREFERRED EXPERIENCE
Two (2) years of experience working in a purchasing environment with an intermediate understanding of generally accepted purchasing principles, procedures, guidelines, and regulatory requirements applicable to the work.
Knowledge, Skills and Abilities, Work Environment and Work Hours
KNOWLEDGE, SKILLS AND ABILITIES :
PHYSICAL DEMANDS :
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
WORK ENVIRONMENT :
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
WORK HOURS :
Monday-Friday 8 am - 5 pm (May be required to work nights, weekends and holidays to meet the business needs of the City.)
ESSENTIAL SAFETY FUNCTIONS
It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.
AMERICANS WITH DISABILITIES ACT COMPLIANCE
The City of Deerfield Beach is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
EMERGENCY MANAGEMENT RESPONSIBILITIES
Note : During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as hurricane, or other emergency situations and are expected to perform emergency service duties as assigned.
The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.
Which of the following best describes your highest level of education?
Which of the following best describes your administrative support experience? Your response must be validated by the information provided in the WORK EXPERIENCE section of your application and will be verified by Human Resources if selected.
Which of the following best describes your experience working in a purchasing / procurement environment? Your response must be validated by the information provided in the WORK EXPERIENCE section of your application and will be verified by Human Resources if selected)
Do you have possession of a valid Florida driver's license with an acceptable driving history? (must remain valid throughout employment)
Has your driver's license ever been suspended, cancelled or revoked for any reason in the past 7 years?
Do you have proficiency in Microsoft Word, Excel, PowerPoint and Outlook?
Briefly describe how you prioritize and manage competing demands on your day / week.
Have you previously applied to this or any other position with the City of Deerfield Beach?
If yes, please state the position(s) and dates applied.
Where did you hear about this job opportunity?
Required Question
Salary : $20 - $26
