Administrative Support & Purchasing Specialist

City of Deerfield Beach; Deerfield Beach (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

The City of Deerfield Beach is seeking an experienced administrative professional to support the Parks & Recreation Department with clerical, financial, purchasing, payroll, and record-keeping duties. You will work with ERP and department software, process invoices, requisitions, and reports, and assist residents, employees, and vendors.

This role requires strong organizational skills, proficiency in Microsoft Office, and the ability to handle confidential records and multiple deadlines.

Qualifications

• General knowledge of administrative practices, purchasing procedures, expense-account classifications, and financial documentation.
• Working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create, format, maintain, and retrieve administrative and financial information.
• Experience using Microsoft Outlook and other electronic communication and calendaring tools in a professional office environment.
• Ability to learn and effectively use municipal ERP, payroll/timekeeping, purchasing, recreation/program, records-management, and other departmental software systems, as well as standard office equipment.
• Ability to organize and prioritize multiple administrative, purchasing, payroll, personnel, and customer-service assignments while meeting established deadlines and maintaining accuracy.

Responsibilities

• Answer and direct incoming calls and welcome individuals who enter the office. Inform, advise, record, process and follow up customer requests/complaints efficiently and expeditiously as received by telephone, mail or personally from residents, elected officials, agencies, City employees and/or clients.
• Determine the need of office supplies, equipment, and materials. Replace or purchase new office supplies and equipment as needed.
• Utilize the City's ERP system and other Parks & Recreation software applications to enter, retrieve, update, and verify financial, purchasing, payroll and personnel information.
• Receive, review, code, and process invoices and supporting documentation in accordance with City purchasing and accounts payable procedures. Verify vendor information, quantities, pricing, purchase order references, applicable governmental expense accounts, and required approvals.
• Prepare and process purchase requisitions and purchase orders through the City's ERP system. Compile quotes, supporting documentation, contracts and receiving information; verify that purchases are charged to the appropriate governmental expense accounts and comply with established purchasing procedures. Track requisitions and orders through the purchasing process and maintain complete supporting records.
• Review and process departmental payroll including time and attendance records and payroll adjustments. Maintain payroll-related records and provide primary or backup support for leave tracking and personnel action documentation.
• Respond to inquiries from employees, supervisors, vendors, residents, and other City departments regarding purchasing, invoices, payroll, personnel records, facilities, administrative procedures, and departmental programs. Retain policies, answer questions, and independently resolve problems whenever feasible.
• Prepare correspondence, forms, spreadsheets, reports, and other administrative documents using Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Perform basic statistical and financial calculations as needed to support departmental operations and management decision-making.
• Perform specialized administrative duties required to support the department, exercising judgment within established City policies, procedures, and operating guidelines.
• Assist with administrative documentation related to staff travel, training, meetings, and travel reimbursement in accordance with City policies and procedures.
• Research, compile, maintain, and update departmental information and records using City systems and approved online resources. Maintain organized filing systems for personnel records, certifications and licenses, payroll documentation, purchasing records, invoices, contracts, capital improvement project information, office supplies, and other departmental records in accordance with established retention and confidentiality requirements.
• Prepare routine reports and spreadsheets; organize meetings and departmental activities as assigned; and provide administrative support to management. Assist with maintaining general information and status records for Capital Improvement Projects (CIP), including project descriptions, budgets, schedules, expenditures, purchase orders, invoices, and related documentation as assigned.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Skills

Administrative experience

Purchasing procedures

Payroll processing

Records management

Microsoft Office

Customer service

ERP systems

Time management

Education

High School Diploma or GED

Tools

ERP software

Microsoft Office Suite

Outlook

Excel

Payroll software

Job description

The City of Deerfield Beach is seeking an experienced administrative professional to support the Parks & Recreation Department with clerical, financial, purchasing, payroll, and record-keeping duties. You will work with ERP and department software, process invoices, requisitions, and reports, and assist residents, employees, and vendors.

This role requires strong organizational skills, proficiency in Microsoft Office, and the ability to handle confidential records and multiple deadlines.