• Title

  • Purchasing Agent / Accounts Payable Specialist

    Posted: 06/17/2024

    Halifax County is looking for a full-time Purchasing Agent / Accounts Payable Specialist.
    Essential Functions/Typical Tasks
    Processing requisitions, purchase orders, and other related documents; receiving, receipting, recording, disbursing, depositing and accounting funds; preparing and maintaining financial and related files and records. (The following tasks are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
    ? Manage and coordinate the purchase of goods and services for the County in an efficient and economical manner. ? Recommends selection of major vendors and evaluates vendor performance.
    ? Oversees and maintains compliance with County issued credit cards.
    ? Examines and analyzes departmental purchase requisitions for completeness and accuracy of information.
    ? Verifies departmental requests are within budget. Ensures all requisitions have proper approvals before ordering.
    ? Prepares bid specifications and requests for proposals. Conducts public bid openings. Maintains state eVA account and orders.
    ? Personally conduct or direct negotiations with vendors on rejections, disposition and adjustment of purchased materials not meeting specifications. Maintain a file of all current contracts.
    ? Makes certain that purchasing documents are completed properly and the terms and conditions of purchase are appropriate.
    ? Maintains accurate purchasing files and records, including price histories, difficulties in doing business with particular vendors, and other required and related information.
    ? Accounts for inventory maintained in central storage and replenishes as needed.
    ? Ensures departments are adhering to the purchasing policy and advises the Director of Finance of any variance.
    ? Approve or reject prices, terms, delivery dates, traffic routes if not in line with policies or established procedures.
    ? Processes invoices from County agencies; verifies vendor invoices and handles vendor issues.
    ? Joins checks with invoices; files invoices; mails checks.
    ? Reconciles accounts at the end of the month. Assist departments in efficient processing of invoices.
    ? Update and maintain accounts payable procedures in compliance with auditing standards.
    ? Prepares a variety of weekly, monthly and annual financial reports and resolves discrepancies.
    ? Process annual Form 1099 and Form 1096 for all applicable vendors
    ? Performs related tasks as required.
    Education and Experience
    A minimum of an associate’s degree (preferred Bachelors degree from a four-year college/university) in a business related field and a minimum of five (5) years experience in bookkeeping, accounts payable, purchasing, project management, inventory, and/or procurement. Thorough knowledge of purchasing methods, systems, processes and procedures; advanced knowledge of bookkeeping terminology and methods; general knowledge of standard office procedures, practices and equipment; thorough knowledge of routine accounting principles; ability to maintain purchasing records and to prepare reports and statements; ability to make arithmetical computations quickly and accurately; ability to post accounts with speed and accuracy utilizing computer system; ability to operate efficiently a variety of office machines; ability to use MUNIS; ability to establish and maintain effective working relationships with government officials, department heads, vendors, and general public.
    A first review of applications will occur July 1, 2024.  Qualified applicants should have a minimum of an associates degree and five (5) years experience in bookkeeping, accounts payable, purchasing, and/or procurement.  A criminal background check, pre-employment physical, and substance abuse testing is required.
    Halifax County's Employment Application can be downloaded using the Download Application link to the right under Tools, or applications can be picked up at the County Administration Office, 1050 Mary Bethune Street, Halifax, Virginia 24558.

    Completed applications can be submitted in person at the County Administration office, or can be mailed to:
    Director of Finance
    ATTN: Purchasing Agent / Accounts Payable Specialist
    P.O. Box 699
    Halifax, Virginia 24558

    Starting salary DOQ.  Please do not email or fax applications.