Senior Program Assistant for Purchasing (PROVISIONAL)

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Senior Program Assistant for Purchasing (PROVISIONAL PENDING FUTURE CIVIL SERVICE EXAM)

Competitive Civil Service Position. Provisional, probationary, appointment pending future civil service exam; once established, candidate must be REACHABLE from Certification of Eligible produced by the Dutchess County Department of Human Resources, in accordance with NYS Civil Service Law.

JOB DETAILS:

• Administer the district-wide purchasing process, including reviewing requisitions for compliance with laws and policies, printing and distributing purchase orders to internal and external stakeholders, and assisting in the development and distribution of requests for bids and requests for proposals;
• Serve as district expert, resource and liaison for the purchasing program; Serve as asset manager;
• Manage purchasing software modules and year-end reconciliations
• Compile and review accounts payable transactions for accuracy and compliance prior to claims audit process
• Provide secretarial support to assistant superintendent for finance including handling phone calls and correspondence, scheduling meetings and compiling and posting information for Board meeting agendas
• Review time and attendance records and process the use of benefit accruals prior to review and approval by assistant superintendent for finance;
• Compile information in response to internal and external requests, including Freedom of Information Law requests and confidential legal requests
• Other related duties as assigned

FULL PERFORMANCE KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of the rules and procedures of a specific program or service necessary to act as a resource and independently perform the work activities associated with that program; Knowledge of rules and procedures for processing paperwork related to all office activities necessary to adapt to changes in regulations and modify existing systems; Knowledge of office practices necessary for dealing with staff, vendors and the public, filing and retrieving information and compiling and analyzing information; Knowledge of computational skills to monitor unit activity, track budget accounts and oversee the purchase of supplies and equipment; Knowledge of software packages for word processing to produce a variety of reports and correspondence and for spreadsheets and database management to track information; Knowledge of supervisory practices including scheduling, organizing workflow, resolving problems, and evaluating staff performance; Skill in operating office equipment to produce work accurately and efficiently; Ability to act independently in carrying out the daily functions of a program or service; Ability to speak knowledgeably and with authority about program functions and to advise staff on how to address situations that occur; Ability to gather, compile and evaluate information and records, prepare reports and make recommendations based on an analysis of data collected; Personal characteristics necessary to perform the duties of the position; Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS: EITHER : (A) Graduation from a regionally accredited or New York State registered college or university with an Associate's degree or completion of 60 credit hours of study at a regionally accredited or New York State registered college or university and one (1) year of full-time general office work experience which involved public contact and keyboarding; OR: (B) Graduation from high school or possession of a high school equivalency diploma and three years of full-time general office work experience which involved public contact and keyboarding; OR: (C) An equivalent combination of training and experience as defined by the limits of (A) and (B) above. SPECIAL REQUIREMENT: In some positions, candidates may be required to possess a New York State Driver License at time of appointment and to maintain position.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person