2E01
PROCUREMENT ADVERTISING ASSISTANT

This is specialized clerical work arranging for and coordinating a variety of advertisements for the City's procurement program. An employee in this class serves as liaison between City operating departments and other quasi-public agencies and the news media outlets receiving advertising submissions. Work includes supervision of lower-level clerical employees and maintaining accurate records of public advertisements for City departments and quasi-public agencies on the department's database. Work is performed under the direction of an administrative superior.

• The position must serve as advertising liaison between City departments and the Procurement Department.
• The position allocated to this class must be located in the Procurement Department.
• Only one position will be allocated to this class.

Coordinates the operation of the City's advertising program; receives requests for advertisements from City operating departments and quasi-public agencies; reviews requests for advertisements from client departments; enters data into Procurement's advertising database to generate insertion orders; maintains and updates database; collaborates with client departments on content and layout of advertisements; submits copy of caption and publication to the news media such as newspapers and/or radio stations; submits various advertisements to radio stations for broadcast; may submit advertisements to several newspapers in Philadelphia and its surrounding areas.

Generates various billing forms from the database for requesting operating departments and agencies; calculates discount on bills received from the news media; forwards copy of bill with discount to requesting departments and agencies; maintains documentation of payment status of requesting departments for their publications.

Elicits information to requesting departments and agencies on the procedures for submitting advertisements.

Generates reports from the advertisement database; prints computerized reports of specific data categories from the database; monitors status of advertisements to meet deadlines issued by various newspapers and to keep abreast of number and type of advertisements submitted to each news media outlet; monitors status of advertisements submitted to radio stations; maintains manual and computerized records of advertisements submitted, published or broadcast.

Performs related duties as required.

KNOWLEDGE OF:
• English language and spelling
• office practices and procedures
• departmental rules, regulations and procedures
• the use of personal computers in report generation and records maintenance
• departmental databases as applied to work assignments
• policies and procedures pertaining to media publications
• advertising processes and procedures employed by local print and electronic media
• resources for placement of advertisements
SKILL IN:
• the operation of office machines, as required by work assignments
• the operation of computer systems and their applications
ABILITY TO:
• work independently on difficult or complex clerical tasks
• plan, assign and review the work of lower-level clerical employees
• define and establish clerical procedures to accomplish work assignments
• learn computer processing procedures necessary to maintain databases
• utilize proprietary software, such as ADTRACK and FAMIS (Financial Accounting Management Information System), and other software as required by job assignment, to perform duties
• learn departmental procedures as they apply to work assignments
• present ideas effectively, both orally and in writing
• establish and maintain effective working relationships with departments, quasi-public agencies and media personnel
• make varied arithmetic computations with speed and accuracy

EDUCATION

Equivalent to completion of the twelfth school grade.

AND
GENERAL EXPERIENCE:

Two years of experience performing clerical processing tasks, which has included the use of computers to generate reports and maintain records.

AND
SPECIFIC EXPERIENCE:

Two years of experience working with print and/or electronic media to process advertisements for the City's procurement program.

OR


Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included the specific experience described above.

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.