Office Specialist (Part-Time Logistics) - Unified Fire Authority

BASIC FUNCTION OF POSITION:

Under the direction of the Logistics Division Chief and the Purchasing Coordinator the logistics office specialist position is responsible to arrange payments for all logistics invoices and to provide clerical support for logistics staff.

SUPERVISION RECEIVED:

• Works under the general direction of the Logistics Division Chief with daily tasks assigned through the Purchasing Coordinator

SUPERVISION EXERCISED:

• None

PRINCIPAL RESPONSIBILITIES:

The following list describes several of the essential functions of this position. This list may be supplemented as necessary.

• Receives and processes invoices for payment and after approval, calls/email vendors with payment
• Assists Purchasing Coordinator with monthly P-card preparation, including credit card entries, scanning/filing invoices and backup documentation, researching problems and vendor follow-up
• Maintains activity log for invoices received and paid
• Maintains current Cert Vendor documents
• Follows all UFA record keeping, contract and purchasing procedures, assists with related clerical duties such as photocopying and filing
• Answers telephone calls and directs the caller to the appropriate staff member, provides callers with information, directions, and other related information
• Orders, receives, and stocks office supplies for logistics staff
• Assists with logistics mail and email
• Greeting and directing visitors to the warehouse
• Establishes realistic and obtainable goals with peers and supervisors through a team process and ensures successful attainment of these goals through appropriate training and assigned accountability
• Assists other logistics staff as needed
• Performs other duties of a similar nature or level

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Common office software programs (Microsoft Word, Excel, Outlook

Skills (or Skill In):

• Efficient computer and 10 key skills

Ability to:

• Create, revise, format, and extract information from various types of spreadsheets
• Operate all general office equipment, including copiers, printers, fax machines, and scanners
• Record information quickly and accurately
• Communicate information and ideas clearly and concisely, both verbally and in writing
• Establish and maintain effective working relationships with the general public, UFA staff and vendor representatives
• Meet deadlines and process high volumes of work, effective at multi-tasking
• Work independently

MINIMUM EXPERIENCE AND QUALIFICATIONS:

• Valid Driver's License
• Six months of experience related to these duties of this position
• Successfully pass a drug screening test

DESIRABLE QUALIFICATIONS:

• Accounting experience

WORKING ENVIRONMENT:

Work is performed in a general office environment during routine office hours, Monday through Friday. Work activities include attendance at meetings, classroom training and occasional driving. Work may include infrequent response to emergencies to assist with logistical and/or administrative duties.

PHYSICAL AND MENTAL JOB REQUIREMENTS:

To perform the job successfully, an individual must be able to perform each of the essential job functions satisfactorily. This position involves periods of prolonged sitting and use of computer equipment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position requires the physical and mental capabilities to read information printed on paper and displayed on computer monitors; hear, speak, and communicate verbally using the English language; cognitive thinking and mathematical calculation capabilities; manual dexterity to manipulate standard office equipment, papers, files, and records. This position requires occasional driving and the ability to lift up to ten (10) pounds.

The successful applicant will be required to successfully pass a drug screening test.

Recruitment, selection and hiring are open to all persons regardless of race, color, national origin, religion, age, disability, genetic information, gender, gender identity, pregnancy, sexual orientation, marital status and military or veteran status. Reasonable accommodation, including auxiliary communicative aids and services for individuals with disabilities, may be provided, upon receipt of a request with five working days' notice.

Classified as FLSA Non-exempt and eligible for overtime.