Purchasing Manager

Summary:
This is a hybrid position working at the Nome Port Office while assisting as the Office Manager at the Port of Nome but also serving as Purchasing Manager for the City as a whole. Under the supervision of the Harbormaster and Public Works Director, with the guidance of the Port Director. The Purchasing/Office Manager coordinates, oversees, and/or performs a wide variety of accounting, administrative, and purchasing activities on behalf of Port Director & Public Works Supervisor, and/or comparable senior officer of the city. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues.
Essential Duties and Responsibilities:
The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.
• Provides confidential administrative support for the Port and Public Works, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate and documentation of vessel traffic, preparation of correspondence, leases, contracts and user agreements and purchasing supplies
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; s, communicates complaints, services
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required.
• During the summer, under the direction of the Harbormaster, is responsible for day to day operations of the Harbor Office with focus on billing vessel traffic activity and facility usage. Responsible for daily receipting of customer payments, preparation of bank deposits, and distribution of associated financial reports. Responsible for the accuracy of all billing, cash transactions and reports (accounting duties will be directed by the City Finance Director).
• Assists with project development and planning to ensure efficiency and organization of the office.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Coordinates day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Performs other duties as assigned.
Supervision Exercised:
Supervision of regular employees is not a normal responsibility of this position.
Skills, Abilities, Qualification Requirements:
Page 2 of 2 Purchasing Manager (Port/PW) Drafted 03/25/2022
• Knowledge of modern office practices, procedures, and machinery; business English and letter writing; punctuation; spelling;
• Ability to: perform delegated administrative assignments independently; handle with courtesy and tact a wide variety of public contact both on the telephone and in person; understand and carry out oral and written direction; work cooperatively with others; proficiently use computer system.
• Must be able to work well under pressure and have a high level of initiative and be able to work with minimal supervision; be able to learn, apply, and retain knowledge of federal, state, and city laws, policies, and procedures. Familiarity with municipal government desirable. Ability to maintain confidentiality is mandatory.
• Ability to establish and maintain positive working relationships with personnel in other city departments and public agencies; coordinate effectively with the general public.
• Ability to operate computer programs; accurately enter data; and complete work using various software programs.
• Ability to perform the physical demands of the position.
Education and/or Experience and/or Certifications/Licenses and/or Background
• High School Diploma or Equivalent and at least two (2) years of accounting/administrative experience. College or business college training may be substituted for the experience on a year for year basis.
• Must pass background check.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to stand, walk, use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; stoop, kneel, crouch or crawl; and travel up and down stairs,
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate
The employee is expected to use appropriate protective equipment for the assigned task; and any other equipment as apparent or assigned.

Disclaimer
The information provided in this description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.