Procurement Business Assistant

Pay Range:

$39,820.00 - $65,703.00

Supervisory Organization:

Mgr Procurement Administration

Country:

United States of America

Address:

1401 PACIFIC AVE

City:

DALLAS, TX 75202

FLSA:

Non - Exempt

Professionals:

06 - Admin Support (EEO-4-United States of America), 6A - Secretaries and Administrative Assistants (EEO-SubCategory)

General Summary:

Performs a variety of administrative activities to support the Procurement department; works closely with all levels of the procurement staff; participates in producing effective solutions to all aspects of the procurement business process; and researches various procurement practices and processes.

Essential Duties and Responsibilities:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs administrative duties in support of various Procurement Department programs by assisting with documents, special research/data compilation projects; coordinating processes, projects, and events; and assisting in the general business operations of the Procurement Department.
• Generates a series of daily, weekly, monthly and quarterly reports for internal and external use.
• Works with management to ensure that any and all contract checklist requirements are current and included in the contract file to ensure compliance.
• Prepares documents for pre-bid/pre-proposal conferences;receives and logs bids/proposals received from vendors.
• Reviews and verifies data for vendor registrations, contracts, solicitations, supplemental agreements, task orders, and contract modifications for extraction of key data for data entry.
• Performs non complex procurement activities such as, but not limited to, blanket purchase order management, subcontract milestone monitoring, market research, etc.
• Researches and resolves vendor inquiries; assists staff with the preparation of presentations, spreadsheets, databases, reports, etc.
• Serves as the Open Records Request (ORR) Liaison.
• Prepares off-site storage boxes and keeps track of the retention schedules. Maintains a file-tracking database, submitting box retrieval requests, and auditing boxes as necessary.
• Serves as back up to attend vendor outreach and Economic Opportunity functions.
• Coordinates and conducts new Procurement staff orientation.
• Maintain a message system to include answering, screening, and routing in-coming calls, and if necessary, taking messages. Receives and greets vendors and guests. Serves as the primary point of contact for vendor phone calls received through the Procurement Vendor Business Center phone line and assists walk-in vendors.
• Orders departmental office supplies suggesting lower-cost alternatives to staff and maintaining inventory.
• Retrieves, collects, sorts and distributes internal and external departmental mail; prepares items for external mailing.
• Performs other related duties as assigned.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Note: An equivalent combination of related education and experience may be substituted for the below stated minimums excluding High School Diploma, GED, Licenses, or Certifications.

• Associates Degree from an accredited college or university in Business Administration, Finance or a related field.
• Two (2) years progressively responsible experience involving management of projects, data analysis, office administration and other related monitoring and analysis activities.
• Type at a speed necessary for successful job performance. Proficiency with personal computer (PC) and software applications to include Windows, database, word processing, and spreadsheet; typical office equipment such as copier, calculator, typewriter, facsimile, etc.
• Ability to organize resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.
• Ability to use his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.
• Ability to be action oriented and