Keyboarding Clerk​/Purchasing Assistant – Department of Health Services

Keyboarding Clerk 3 / Purchasing Assistant – Department of Health Services

Organizational Overview:

The Bergen County Department of Health’s mission is to coordinate and assure the preservation, protection, and promotion of the health, wellbeing, and quality of life for all Bergen County residents. Through a wide range of services, BCDHS creates healthy and thriving communities.

Job Description:

This employment opportunity is to serve as a Keyboarding Clerk 3 / Purchasing Assistant. Under direction, performs varied, complex clerical work involving the processing of documents in a variety of functions; takes the lead and/or performs the more difficult and complex clerical work requiring the utilization of keyboarding or typing skills and the application of independent judgment; may take the lead over other clerical employees;

compiles information to prepare purchase orders for procurement of materials or service, reviews and edits purchase orders and records the requisition and receipt of goods and services; does related work as required.

Job Responsibilities:

• May take the lead over other employees in a unit operating a computer console or other key entry device to key enter or type a variety of documents, maintain memory files of them, and provide corrections and adjustments in the prepared text.
• Updates material and files, and maintains records and listing of saved files, including information on subject content and special instructions.
• Trains other employees in the operation of equipment and/or software used by the agency.
• Reviews and checks work of other keyboarding clerks.
• Organizes assigned work and develops effective work methods to meet deadlines and work criteria
• Performs and instructs other employees in the performance of work done in the unit.
• Composes replies to routine correspondence.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers problems to a supervisor for resolution.
• Opens, time stamps, sorts, numbers, and distributes mail.
• Receives applications, documents, forms and fees; screens, sorts and assembles this information for further processing.
• Assembles materials for distribution.
• Fills in and checks form letters, circulars, and forms as directed.
• Provides information in person or over the telephone; refers the more difficult inquiries to appropriate staff.
• May assist in requisitioning, storing, and distributing office supplies.
• Schedules administrative proceedings as required; may process requests for scheduling changes.
• Operates various types of office and mail processing machines; may perform simple maintenance tasks such as adding toner, paper or changing print ribbons.
• May design, organize, develop, record, and schedule necessary in-production programs, and monitors the flow of work through the system.
• Takes the lead and/or performs the more difficult and complex clerical work requiring the utilization of keyboarding or typing skills and the application of independent judgment.
• Maintains numerical and alphabetical coding of purchased materials and materials in stock.
• Reviews, edits, and records purchase orders for proper description, number identification, and ensures correctness before giving to buyer.
• Receives and records invoices from vendors, checks to see that goods have been delivered and then forwards to accounts/payable section.
• Checks unit price on purchase order for conformity to established market prices.
• Contacts different divisions and projects to verify deliveries.
• Consolidates procurement of materials and supplies for various departments and projects.
• Makes arrangements with vendors to correct situations involving incorrect shipments.
• Records letters of acknowledgment from vendors.
• Receives, tabulates, and records requests for the purchase of equipment, materials, and supplies.
• Performs the clerical work involved in the preparation of contracts following the awarding of bids.

Schedule:

• Full time (40 hours/week)

Education & Experience Requirements:

• High School Diploma
• Two (2) years of clerical experience operating an alphanumeric keyboard to produce documents such as letters, memos, reports, charts, forms and other materials;…