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City of Virginia Beach · 1 day ago

Administrative Technician - Department Purchaser, #48191

Virginia Beach, VA

Full-time

Onsite

New Grad, Entry Level

The City of Virginia Beach is focused on providing quality police services to ensure community safety. They are seeking an Administrative Technician to manage department purchases, process invoices, and maintain effective relationships with vendors and employees.

GovernmentTourismTravel

Responsibilities

Making department purchases for supplies, materials, goods and services while adhering to all city procurement regulations

Demonstrated ability to understand chart of accounts and expenditure coding

Making travel arrangements for department members, as needed

Reviewing and processing payment of invoices to vendors in accordance with financial and governmental accounting principles, state and city policies and regulations

Researching, resolving, and responding to vendor, employee, and project manager inquiries regarding account status; investigating and resolving problems associated with invoice processing and communicate resolution of discrepancies to appropriate personnel

Reviewing payment documents for accuracy and appropriate documentation prior to inputting payment into the financial system

Compiling spreadsheets, and/or narrative data into daily, weekly, and monthly reports on department expenses to be used in monitoring projected budget overages / shortages and annual budget preparation

Accurately tracking department division and budget unit expenditures, researching variances, and providing recommendations to Finance Manager

Examining, checking, and verifying reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and follows up on discrepancies

Providing customer service and department support

Demonstrated ability to organize and prioritize work responsibilities

Demonstrated ability to communicate effectively orally and in writing with internal and external customers

Qualification

Microsoft Office SuiteFinancial accounting principlesProcurement regulationsReport preparationCustomer serviceEffective communicationOrganizational skills

Required

Prepare and process purchase orders

Pay invoices

Establish and maintain effective working relationships with employees, supervisors, and vendors

Prepare reports and spreadsheets tracking department expenses

Track and monitor department contracts

Demonstrate proficiency in the application of Microsoft Office Suite products

Communicate effectively orally and in writing

Participate in department projects by researching or providing relevant information

Make department purchases for supplies, materials, goods and services while adhering to all city procurement regulations

Demonstrated ability to understand chart of accounts and expenditure coding

Make travel arrangements for department members, as needed

Review and process payment of invoices to vendors in accordance with financial and governmental accounting principles, state and city policies and regulations

Research, resolve, and respond to vendor, employee, and project manager inquiries regarding account status

Investigate and resolve problems associated with invoice processing and communicate resolution of discrepancies to appropriate personnel

Review payment documents for accuracy and appropriate documentation prior to inputting payment into the financial system

Compile spreadsheets, and/or narrative data into daily, weekly, and monthly reports on department expenses

Accurately track department division and budget unit expenditures

Research variances and provide recommendations to Finance Manager

Examine, check, and verify reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements

Follow up on discrepancies

Provide customer service and department support

Demonstrated ability to organize and prioritize work responsibilities

Demonstrated ability to communicate effectively orally and in writing with internal and external customers