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　　City of Hot Springs - 2023

　　Supply Clerk Office Assistant 4

　　Job Description Pay Grade 7

　　Exempt: No

　　Department: Supply Clerk

　　Reports To: Supply Supervisor

　　Location: Fleet Service Administration Office

　　Date Revised: August 2023

　　GENERAL DESCRIPTION OF POSITION

　　The main purpose for this position is the proper processing anddocumentation of accounts

　　payable packets for over one million dollars of purchases for alldepartments. Other

　　responsibilities include maintaining a physical inventory database ofpurchases and receivables,

　　compiling vehicle maintenance work orders and computing parts and laborbilling to appropriate

　　departments, Maintains database for Services Complex security program,types

　　correspondence, reports, bid specifications and tabulations, maintainsdepartment filing system,

　　performs related work as required.

　　The new responsibilities for this position include most of the fuelmanagement, security,

　　processing, billing, and reporting duties.

　　ESSENTIAL DUTIES AND RESPONSIBILITIES

　　1. Processing purchase orders for payment. This duty is performeddaily, about 25% of the time.

　　2. Processing purchase orders and receivables into proprietary softwareinventory. This duty is

　　performed daily, about 10% of the time.

　　3. Bill purchased parts on Work Orders. This duty is performed daily,about 10% of the time.

　　4. Issuance of Fuel Cards in vendors online database. This duty isperformed daily, about 10%

　　of the time.

　　5. Processing of fuel transactions. This duty is performed weekly,about 20% of the time.

　　6. Billing all fuel transactions. This duty is performed monthly, about20% of the time.

　　7. Maintaining a database of fuel cards and PIN#\'s. This duty isperformed weekly, about 20%

　　of the time.

　　8. Pulls records from time station program and enters into New Worldpayroll module. This duty

　　is performed weekly, about 10% of the time.

　　9. Assigns codes and documents all receivable checks and cash. Thisduty is performed

　　weekly, about 10% of the time.

　　10. Types correspondence, reports, and bid specifications. This duty isperformed weekly, about

　　10% of the time.

　　11. Direct contact with vendors on invoices and payments. This duty isperformed daily, about

　　10% of the time.

　　12. Maintains database for Services Complex security program. This dutyis performed monthly,

　　about 10% of the time.

　　13. Processes all departmental mail. This duty is performed daily,about 10% of the time.

　　14. Maintains department filing system. This duty is performed daily,about 10% of the time.

　　15. Perform any other related duties as required or assigned.

　　QUALIFICATIONS

　　To perform this job successfully, an individual must be able to performeach essential duty

　　mentioned satisfactorily. The requirements listed below arerepresentative of the knowledge,

　　skill, and/or ability required.

　　EDUCATION AND EXPERIENCE

　　Knowledge of a specialized field (however acquired), such as basicaccounting, computer, etc.

　　Equivalent of four years in high school, plus night, trade extension, orcorrespondence school

　　specialized training, equal to two years of college, plus 3 yearsrelated experience and/or

　　training, and 1 to 6 months related management experience, or equivalentcombination of

　　education and experience.

　　COMMUNICATION SKILLS

　　Ability to effectively communicate information and respond to questionsin person-to-person and

　　small group situations with customers, clients, general public and otheremployees of the

　　organization.

　　MATHEMATICAL SKILLS

　　Ability to calculate figures and amounts such as discounts, interest,commissions, proportions,

　　percentages, area, circumference, and volume. Ability to apply conceptssuch as fractions,

　　ratios, and proportions to practical situations.

　　CRITICAL THINKING SKILLS

　　Ability to solve practical problems and deal with a variety of knownvariables in situations where

　　only limited standardization exists. Ability to interpret a variety ofinstructions furnished in

　　written, oral, or diagram formats.

　　SOFTWARE SKILLS REQUIRED

　　Advanced: 10-Key, Alphanumeric Data Entry, Spreadsheet

　　Intermediate: Contact Management, Word Processing/Typing

　　Basic: Accounting, Database, Payroll Systems, Presentation/PowerPoint

　　INITIATIVE AND INGENUITY

　　SUPERVISION RECEIVED

　　Under direction where a definite objective is set up and the employeeplans and arranges

　　own work, referring only unusual cases to supervisor.

　　PLANNING

　　Considerable responsibility with regard to general assignments inplanning time, method,

　　manner, and/or sequence of performance of own work; may alsooccasionally assist in the

　　planning of work assignments performed by others within a limited area o