There is hereby created the position of administrative
assistant within the Department of Finance in the Borough of South
River. The number of administrative assistants shall not exceed two
in number and shall be considered full-time positions.
Administrative assistants shall be appointed
by the Mayor with the advice and consent of the Borough Council and
shall serve at the pleasure of the governing body.
The administrative assistant shall possess the
following requirements:
A.
High school diploma or equivalent.
B.
Bachelor's degree in a related field is highly desirable.
C.
One year of experience in clerical work.
D.
The appointee will be expected to complete a state
purchasing certification requirement within two years of appointment
or to hold a valid qualified purchasing agent certification as issued
by the State of New Jersey.
E.
Knowledge of methods and procedures involved in the
requisition/purchase of equipment, materials and/or supplies.
F.
Ability to comprehend and analyze supply problems,
establish and maintain working relationships with vendors and department
representatives.
G.
Maintain adequate purchase records.
H.
Ability to learn and utilize various types of electronic
and/or manual recording and information systems used by the agency,
office or related units.
I.
Knowledge of methods and procedures involving payroll,
health benefits, pension reports, fixed assets, cash receipts, bill
lists, developer reserves, purchase orders, requisitions, data entry,
deposit management, preparation of bank requisitions.
This position is solely responsible for all
purchasing operations and is directly responsible to assist the Deputy
Directors of Finance in performing the duties of that position and
is responsible for the following items:
A.
Orders equipment, supplies of a limited nature according
to accepted purchasing methods as prescribed by laws, rules, regulations,
standards, policies and procedures.
B.
Prepares simple specifications.
C.
Receives and reviews requisitions prior to submission
to the Chief Financial Officer and Borough Administrator.
D.
Interviews sale representatives who have been authorized
by the Chief Financial Officer and makes recommendations on purchases.
E.
Communicates with vendors.
F.
Receives, reviews and approves vendor claims and forwards
them to the Chief Financial Officer.
G.
Maintains liaisons with municipal department heads
and confirms with them in regard to needs for materials and supplies.
H.
Recommends the use of substitutes or alternative products.
I.
Receives and handles complaints.
J.
Is responsible for posting purchasing information
into the purchasing systems.
K.
Performs clerical work involved in preparing contracts
following the awardance of bids.
L.
Maintains records and files.
M.
Types documents necessary for the smooth, efficient
operation of the department.
N.
Learns or utilizes various types of electronic and/or
manual recording and information systems used by the agency, office
or related units.
The administrative assistant shall receive as
compensation for services an annual salary, which shall be fixed in
accordance with the provisions of the ordinance governing salaries
of the Borough of South River.
