Purchasing and Grants Administrative Assistant

Open:  April 3, 2024

Closes: Open Until Filled 

Purchasing and Grants Administrative Assistant

Part-Time 

Submit Resume with ten (10)  year work history

GENERAL PURPOSE

Performs a variety of administrative support duties as needed to expedite the daily processes of the Office of Purchasing and Grants.  

SUPERVISION RECEIVED

Works under the direct supervision of the Purchasing and Grants Director.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Purchasing

Assist the Purchasing Staff with the following as needed.

Research requested products and recommend alternative vendors and products to ensure Uintah County gets the best value possible.

Contact vendors to acquire quotes for products that are requested.

Evaluate suppliers by considering price, quality, availability, and other criteria.

Assist County Departments in finding the best price option for needed purchases.

Maintain cordial working relationships with vendors and suppliers.

Ensuring the submitted purchase requests are in line with the Uintah County Purchasing Ordinance.

Ensuring all Purchase Requisitions acquire appropriate signatures.

Create Purchase Orders, encumbering the funds in the department budgets

Maintain Purchase Orders

Grants

Assist the Grant staff with the following as needed.

Monitoring grant opportunities for local government for various projects and service developments; preparing grant applications; coordinating grant application activities with other interested local entities to secure joint funding;

Monitor county-secured federal and state grants for compliance with grant specifications and conditions; assure county receipt of disbursements of funds; develop periodic reports and review of program impact and progress; Distributes reports to the Purchasing and Grants Director as necessary.

Review utilization of funds to ensure conformity to the grant budget.

Operates personal computer for the development and maintenance of grant fiscal records and history; creates and maintains budget spreadsheets; prepares reimbursement requests and secure grant disbursements as needed to assure the availability of funds; maintains project information as needed to verify and validate draws against grants; maintain various files and records of grant documentation.

Monitors payments made to contract vendors for services provided in connection with grant funding; reviews claims for payment under the grant and assures compliance with procurement code and grantor terms and conditions as well as contract terms and conditions specified by the county;

Perform related duties as assigned.

MINIMUM QUALIFICATIONS

1.  Education and Experience:

A.     Graduation from high school/GED with course background in accounting, bookkeeping or a related field;

        AND

B.     Two (2) years responsible work experience in an administrative assistant function; 

        OR

C.     An equivalent combination of education and experience.

2.  Knowledge, Skills, and Abilities:

Minimum mid-level skill working ability with Microsoft Excel

Considerable knowledge of general office maintenance and practices; computer accounting applications and various software financial programs (MS Word, PowerPoint); operation of standard office equipment; basic mathematics; interpersonal communication skills and  telephone etiquette; basic public relations. 

Skill in establishing and maintaining effective working relationships with State, Federal, and other local officials, elected officials,  subordinate staff, and County residents; the operation of PC Computer, calculator, copy machine, and telephone. Candidate must have  excellent written and verbal communication skills with both internal and external customers, be process-oriented, and be extremely organized. 

Ability to work independently; meet multiple deadlines; schedule and effectively coordinate computer projects and workload demands; communicate effectively, verbally and in writing; perform basic mathematical calculations; operate various types of standard office    equipment such as 10 key calculators, keyboard, etc.; develop effective working relationships with supervisors, fellow employees, and the public.

3.  Work Environment:

Typical office setting with typical climate controls. Tasks require a variety of physical activities such as walking, standing, stooping, sitting, and reaching, not generally involving muscular Job functions normally require talking, hearing, and seeing. Common eye, hand, and finger dexterity are required for most essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking, and creative problem-solving. Periodic travel is a requirement of the position.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER