Job description

Summary

This position will work collaboratively with departmental staff to process requisitions, purchase orders, and contracts in addition to directing and managing payments of vendor invoices and performing other professional administrative duties of the Public Works Department. The position will require strong interpersonal and communication skills.

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FSLA: Non-Exempt | Working Hours M-F 8:00AM-5:00PM | *Occasional on-call work for night/weekend work may be required.

• Office Location : Town of Chapel Hill*
• Building 1 - Town Operations Center*
• 6850 Millhouse Rd*
• Chapel Hill, NC 27516*

This position is subject to close without notice.

Essential Functions

Note: The list of essential functions below does not identify all duties performed by the incumbent in this position.
Accounting/Finance

• Manages, reviews and processes vendor invoices for payment.
• Enters and processes requisitions, purchase orders, and contract requests from departmental staff.
• Manages and monitors accounts and purchase order balances to ensure availability of funds; communicates funding needs to departmental staff; assists with projections and makes recommendations.
• Assists with purchase orders and contract maintenance (liquidation, increases, decreases, and closures) as needed, ensuring the accuracy of expended and encumbered amounts.
• Reviews, audits, and processes travel forms and purchasing card logs for departmental staff.

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Contract Management*

• Assists departmental staff with contracts and supporting documentation.
• Reviews all departmental contracts for processing.
• Enters contracts in the Town’s financial administration software system.

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Customer Service*

• Provides backup clerical support for administrative staff.

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Special Events and Emergency Departmental Communication*

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Supports departmental operations and communications center for emergency inclement weather events and special events.

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Performs other duties as assigned.

Supervision Exercised
None.

Physical Demands
The work is typically performed while sitting at a desk or table, with intermittent standing, walking/rolling, or stooping. The employee uses equipment requiring a high degree of dexterity.

Work Environment
The work is typically performed in an office.

Minimum Qualifications

Knowledge of:

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Principles and practices for maintaining public records;

• Principles and practices of effective customer service;
• Web-based software;
• Microsoft Office;
• Proper grammar, spelling, and punctuation;
• Accounting principles and practices, including budget preparation preferred

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Ability to: *

• Solve problems and make sound decisions;
• Effectively manage multiple tasks with deadlines;
• Communicate information effectively, both orally and in writing with strong interpersonal skills;
• Learn and interpret Town ordinances, policies, and procedures;
• Establish and maintain effective working relationships with both employees and customers;
• Organize information and perform complex professional work;
• Collect and compile data, analyze problems, evaluate alternatives, and make appropriate recommendations;
• Utilize a personal computer and various word processing and database software applications;
• Work independently and in a team environment;
• Maintain organized and accurate records and files;
• Learn proprietary government software;
• Provide excellent customer service; and
• Model behaviors that are consistent with our values of RESPECT.

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MINIMUM QUALIFICATIONS*
Any combination of education and experience that would provide the required knowledge, skills, and abilities to perform the duties of the job.

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Education*
A two-year Associate’s degree, diploma or equivalent in accounting or related field. Bachelor’s degree preferred, but not required.

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Experience*
Minimum of one year of experience performing professional level administrative and/or accounting duties. Experience in the public sector is preferred, but not required.

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Licenses/Certificates*
Possession of a valid driver's license issued by the State of North Carolina or the ability to readily obtain one and the availability of personal transportation.

Job Type: Full-time

Pay: $42,828.00 - $56,741.00 per year

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