Organization

Pay

Pay Frequency

Full Time / Part Time

Job Summary

Job Description

ESSENTIAL JOB FUNCTIONS                                
•    Assist in preparing purchase orders and quote sheets. 
•    Reconcile receiving tickets, invoices and purchase orders. 
•    Assist in closing out purchase orders. 
•    Maintain balances on control ledgers. 
•    Maintain vendor files and other related files. 
•    Contact vendors for invoices, delivery tickets and prices as needed. 
•    Assist in the maintenance of files. 
•    Assist with upkeep of departmental Capital inventory records. 
•    Answers incoming phone calls and records citizen complaints and uses this information to create work orders in the Cititech and Cartegraph systems. 
•    Assist with the purchasing process; for collecting quotes and request for products and services; assigning commodity codes; generation of purchase orders in the Munis and Cititech systems; maintenance of internal records for receiving; the closing process including cancellation if needed. 
•    Collect time entry information from department supervisors in order to maintain payroll records of daily information for each employee for entry into Munis payroll system as well as Cititech system. 
•    Perform other duties as assigned.  
 

Additional Job Description

QUALIFICATIONS 
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED SKILLS, KNOWLEDGE, & ABILITIES  
Skill in typing 40-45 WPM; in using a personal computer; in 10-key by touch; in MS Excel and Word to generate and maintain reports and spreadsheets; and in filing, Cititech and Cartegraph software programs.

Knowledge of the principles and practices of bookkeeping; of established departmental procedures, policies and regulations; of laws, ordinances and regulations governing County financial matters; of arithmetic; and of MS Word, Excel and personal computers.

Ability to organize and present bookkeeping information in prescribed form; to make mathematical calculations with speed and accuracy; to perceive clerical errors; to exercise initiative and independent judgement; to understand and follow oral and written instructions; to be able to work efficiently under time constraints, determine priority of assignments/projects and be able to complete assignments/projects in a timely manner making necessary mathematical calculation switch speed and accuracy; and to deal tactfully with others.

SUPERVISORY SKILLS                                
This job has no supervisory responsibilities.

EDUCATION AND/OR EXPERIENCE                                
Education equivalent to graduation from a standard four year high school; supplemented by Vo-Tech courses in Secretarial Science including key boarding, bookkeeping and accounting; plus over two years satisfactory full-time paid employment in general bookkeeping. 

LANGUAGE SKILLS                                
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS                                
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY                                
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS                                
To perform this job successfully, an individual should have knowledge of Accounting software; Database software; Internet software; Inventory software; Order processing systems; Payroll systems; Spreadsheet software and Word Processing software.

CERTIFICATES, LICENSES, REGISTRATIONS
 None required. 

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.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk; sit and reach with hands and arms. The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. 

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.

While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.
 

EEO STATEMENT

Tulsa County does not discriminate against any individual because of race, color, sex, age, religion, national origin, ancestry, marital status, disability or political affiliation (except when such person advocates or belongs to an organization which advocates the overthrow of our constituted government by force or violence) with regard to all terms, conditions, eligibilities, and privileges of employment for all positions in the County.

NOTE: Job descriptions are subject to change based on changing business needs and conditions.

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