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Performs a variety of clerical functions that involve processing equipment requests, purchase orders, special item orders, etc. Follows up on renewal of contracts and resolves vendor complaints.
Duties and Responsibilities:
Receives request forms/correspondence for the acquisition of goods or services. Orders requested items or services through use of Blanket Purchase Agreement (BPSs), credit card, Purchase Orders (POs), or petty cash requests. Prepares appropriate documents and forwards to vendor for procurement. Maintains copies of POs and BPAs in appropriate open vendor file.
Corresponds with vendors and appropriate accounting office regarding paid and unpaid invoices and the receipt of merchandise. Purges open vendor files monthly.
Receives complaints and telephone calls from associates concerning repairs, replacement of office machines, air conditioning, heating and lighting, etc. Determines priority of complaint and contacts the appropriate agency or service to accomplish necessary adjustments. Follows up on service calls to vendors if service is overdue.
Receives invoices for equipment repairs from repairmen for work completed on typewriters, calculators, adding machines etc. Prepares appropriate documents for services rendered.
Follows-up on renewal of service, maintenance contracts and rentals. Prepares correspondence to department head notifying him/her of expiration date of contract and asks whether renewal is required. Contacts vendor by telephone for price and request renewal contract. Reviews vendor contract for accuracy; prepares the appropriate document and forwards to supervisor for approval and processing, following established procedures.
Maintains and updates custody cards of equipment utilized within Company.
Initiates proper forms for retirement of office furniture and/or equipment. Arranges transportation for actual disposal of retired office furniture and/or equipment and maintains master file of all disposal information.
Coordinates, schedules and sets up conference rooms. Maintains audio/visual systems and provides required support and supplies.
Maintains continuity of operations in the absence of supervisor.
Performs other related duties as assigned.
Works under the general supervision of a designated supervisor who makes assignments and outlines policies and procedures. Work is reviewed in terms of adherence to procedures and effectivenss of operations. Supervisor is available for advice and guidance.
-Must be able to lift supplies and material 50 pounds or greater.
GENERAL EXPERIENCE: 1 year of responsible clerical or office work of any kind in which the applicant has demonstrated the ability to perform satisfactorily at the grade level of the position.
AND SPECIALIZED EXPERIENCE: 1 year progressively responsible experience performing clerical or administrative support duties or experience in a related area which demonstrates the ability to perform the work of the position.
OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 1/2 year academic study above the high school level may be substituted for each 6 months of 1 year of general and 1 year specialized.
Candidates must be eligible to obtain a Secret Clearance within 6 months of appointment; failure to obtain the clearance will result in termination.
Candidates must also possess a valid vehicle operator license.
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