What are the responsibilities and job description for the Purchasing/Accounts Payable Manager position at City Of Tupelo?
SUMMARY:
Reviews purchase requisitions and verify all purchases are made in accordance with Mississippi State Law. Performs accounts payable functions for all departments. Assists Department heads in determining method of procurement such as direct purchase of bid items, in adherence with the State of Mississippi Procurement Laws. Prepares 1099’s and distributes in accordance with the Internal Revenue Service.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Under direction of the Chief Financial Officer, the position duties will include, but not be limited to:
q Reviews and approves all purchases orders after purchase requisitions are approved by the Department Head and after receiving and reviewing all required information.
q Maintains all purchase order information, including computer deletions and reclassification of encumbrances.
q Distributes vendor invoices for department approval.
q Coordinating and maintaining all City bids which includes assigning bid numbers, scheduling the opening date and providing technical assistance for all City Departments as required by State Law.
q Assists the Chief Financial Officer in reviewing bid recommendations for the City Council.
q Performs all account payable functions which includes preparing, reviewing and input of payables in accordance with State Purchasing Law.
q Oversees the maintenance of the accounts payables files in accordance with City policy and State Law.
q Provides technical assistance to all departments regarding State Purchasing Laws and state travel information.
q Performs check writing functions and ensuring all checks to be released have the proper supporting documents.
q Assists City Council members in the review of the City Claim Docket.
q Assist with records retention, as prescribed by the Chief Financial Officer.
q Maintain logs specifying maintenance, preservation, and disposition requirements for records retention.
q Manages Municipal elections and maintenance of election records.
q Maintain active and inactive Municipal records.
q Indexes and maintains all Municipal files.
q Handle many official documents (confidentially).
q Perform other duties as assigned.
SUPERVISORY RESPONSIBILTIES:
Supervise two (2) or more employees.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation, which does not create undue hardship, will be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE:
q High School Diploma or Acceptable Equivalent (i.e. GED).
q Accounting degree/and or governmental purchasing and accounting experience.
q Familiarity with fund accounting, MUNIS Financial System and knowledge of Mississippi Statutory laws for Municipalities.
q Processing and public relations skills required.
q Governmental experience required.
LANGUAGE SKILLS:
q Ability to express ideas effectively, both orally and in writing, to individuals and to groups;
q Ability to keep complex clerical records, to assemble and organize data, and to prepare reports from such records;
q Ability to establish and maintain effective working relations as necessitated by work assignment.
REASONING ABILITY:
Ability to apply principles of logical or scientific thinking in routine and non-routine functions of accounting relating to regulatory policies and procedures in the operation and maintenance of a municipality.
CERTIFICATES, LICENSES, REGISTRATIONS:
Possess a valid Mississippi Driver's License and a Social Security number.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
q While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
q The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here 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.
q While performing the duties of this job, the employee works in the office and is subject to a stressful environment handling employees, customers, noise, eye fatigue, and sitting for long periods of time.
DISCLAIMER;
Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others; the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skill required of all personnel so classified. The job description is not an employment agreement and/or expressed or implied employment contract.
Management has the exclusive right to alter this job description at any time without notice.
To comply with the Americans Disability Act (ADA), the City may make reasonable accommodations for qualified individuals with disabilities to enable them to perform the essential job functions.
