Purchasing, Budget and Clerical Assistant (Revised 11/25/19), Physical Plant

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November 21, 2019

FUNCTION OF THE JOB:  Reports directly to the Director of Physical Plant and is responsible for coordinating purchasing and budgeting activities and processing credit card billings for the department. Also assists in other department clerical and administrative functions, including scheduling and training for student office workers.


  1. Coordinate purchasing activities for the department, including researching material, equipment and services pricing and availability, preparing requisitions and specifications and monitoring delivery and payment status.
  2. Hire, train, schedule working hours and supervise student workers for the main Physical Plant office.
  3. Use University purchase card to buy materials for Physical Plant use.
  4. Process all University utility bills for payment.
  5. Coordinate budgeting activities for the department, including developing annual budget requests for Physical Plant and tracking the status of all Physical Plant budgets during the fiscal year.
  6. Manage records and coordinate processing for all Physical Plant purchase card billings.
  7. Maintain historical budget and purchasing records and files.
  8. Assist in other department clerical and administrative functions.
  9. Maintain professional contact through participation in necessary seminars and professional meetings.
  10. Assume all other reasonable duties and responsibilities as assigned by the Director of Physical Plant.


  1. Must be able to perform basic arithmetic calculations.
  2. Must be able to communicate over telephone and radio devices on a daily basis.
  3. Must be able to understand oral and written instructions from supervisor.
  4. Must be able to operate personal computers utilizing word processing, spreadsheets, and work management software.
  5. Must be able to operate basic office equipment, including but not limited to office copier, fax machine, calculator.

Daily contact is required with supervisor, Physical Plant staff, student office workers and vendors.  Frequent contact is required with all levels of University faculty, staff and students.

Administrative and functional supervision will be exercised over part-time student office workers.

High School diploma or GED equivalency required.  Excellent interpersonal skills and the ability to communicate with all levels of staff required.  Ability to operate personal computers utilizing word-processing, databases and spreadsheets required. Two years secretarial or administrative work experience required.  Two years organizational budgeting/accounting work experience preferred.  Formal clerical or financial training preferred. Familiarity with facilities maintenance and repair operations preferred.

Submit a cover letter, resume and completed staff application form (including contact information for at least three references). Applications may be submitted online at employment.truman.edu or by mail or in person to:

Human Resources
Truman State University
McClain Hall 101
Kirksville, MO  63501

Questions may be directed to Human Resources at 660-785-4031 or hrstaff@truman.edu. Final candidates will be expected to undergo and successfully pass a background check.

Review of applications will begin December 2, 2019, and continue until position is filled.

Truman is an equal employment opportunity, affirmative action employer committed to cultural diversity and compliance with the Americans with Disabilities Act.

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