Administrative Officer (Accounts Payable/Procurement)

Nature of Work:

Under general supervision, the Administrative Officer (Accounts Payable/Procurement) supports the business operations of Cedar Lakes Conference Center, a division of WV Department of Agriculture, by facilitating procurement and accounts payable activities. This position will be responsible for the acquisition of a wide variety of goods and services from various vendors and sources in accordance with established procedures and regulations governing business operations for state agencies. This position will work with all operational sections of the facility, as well as the Director, vendors, Department of Agriculture administrative staff, and others to properly document both recurring and one-time purchases that are procured competitively or non-competitively. This position will also assist with equipment and consumable supplies inventory and inventory control procedures, as well as assist with Front Desk guest services for clients of Cedar Lakes Conference Center.   

Examples of Work

• Works directly with all section supervisors and appointed staff requiring the acquisition of supplies, resale items, and supplies and equipment.  Ensures all required documentation is prepared and approved in accordance with established procedures prior to each purchase.
• Makes all purchases via the State Purchasing Card (P-Card)– determines if product cannot be acquired on established statewide contracts, identifies ‘best price’ method of purchasing to ensure funds are spent properly, gathers all necessary documents to include purchase requests, quotations, invoices, receiving reports, receipts.
• Reconciles all purchasing card (P-card) transactions through wvOASIS as per Policies and Procedures outlined by the WV State Auditor’s Office – Purchasing Card Division.
• Processes required log sheets as per scheduled outlined by the WV Department of Agriculture’s finance section.
• Maintains a master calendar of all service contracts. Schedules maintenance and inspections of equipment and internal systems (e.g. heating system, elevator inspections, fire alarms, fire sprinkler systems, pest control, etc.). Process new or renewal agreements.
• Maintains master vendor list for sections to easily access to determine previous acquisition of supplies.  Ensures vendors utilized by Cedar Lakes have appropriate tax exemption certificate and accounts are up to date.
• Assists office staff with front desk duties when required, including use of the facility reservation database software (RDP), and assisting guests during peak time periods with registration, check-ins, gift shop sales, performing opening/closing activities for the Front Desk.
• Will be called upon to assist with market research to determine best product, availability, vendor resource, pricing, description of goods and services, and proper completion of required documentation.
• Works with Food Services staff on all acquisitions for food resale.
• Works with Housekeeping staff on all acquisitions of hotel, and dorm products.
• Assists with fixed asset management for Cedar Lakes.
• May assist with special events/programs held at the facility, such as Drive-in Dinners, Art & Craft Fair, Cedar Lakes annual events, picnics, etc.
• May represent the Director at various meetings or on committees.
• Other duties as required.

Working Conditions:

• Office setting which would require sitting, standing processing and organization documentation, scanning, data entry, and use of various computer applications.
• Physical Demands – There is a frequent need to stand for long periods, stoop, walk, lift heavy objects up to 35 pounds and perform other similar actions during the workday. 
• Minimal daytime travel.
• Occasional scheduled weekend shifts.

Knowledge, Skills, and Abilities:

• Ability to provide positive and professional services to our clients, vendors, and guests.
• Ability to learn and understand the fundamentals of the State Auditor’s Office, State Purchasing Division, and agency policies and procedures governing various business processes.
• Ability to follow written and verbal instructions.
• Experience organizing incoming and outgoing documentation.
• Work efficiently to meet deadlines, manage multiple tasks and priorities and be adaptable to changing event requirements.
• Ability to troubleshoot problems and facilitate resolutions. 
• Ability to work with Microsoft programs, create and maintain effective log sheets to document/summarize various transactions, develop proficiency with the State wvOASIS enterprise application.
• Must be self-motivated and take initiative; increase ability to troubleshoot and problem solve independently with little or no oversight from management.
• Ability to demonstrate attention to detail.
• Ability to recognize and respond to emergencies.
• Ability to assist fellow staff members and work with others as a team.
• Must be able to participate in all training/certification required to obtain the State Purchasing Card.

Minimum Qualifications:

Education:

High School diploma or GED

Experience:

A minimum of 3 years of experience in business operations, with experience in state government or hospitality (convention center, hospitality, customer service, large-scale multi-function event venue or service-related field experience preferred

Substitutions:

N/A

Licenses/ Certifications:

N/A