Job Title

Administrative Associate II

Agency

Texas A&M Forest Service

Department

Purchasing Department

Proposed Minimum Salary

$20.45 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate II purchases routine goods and services.  The will assist the Purchasing Office staff with procurement activities required to obtain goods and services for the agency.  They are also responsible for providing general clerical and secretarial support for the Purchasing Office.  Will also assist in efforts to increase HUB vendor utilization.

Responsibilities:

-Perform routing routine goods and services.  Assist the Purchasing Office staff with procurement activities required to obtain goods and services for the agency.  Responsible for providing general clerical and secretarial support for the Purchasing Office.  Assist in efforts to increase HUB vendor utilization.

-Assist Purchasing Office staff with procurement functions required for:

• Preparation of specifications, bid invitations and related documents, soliciting/evaluation bids.
• Major projects, special projects, training, HUB requirements, contracts and renewals, reporting, meetings FAMIS database work, adherence to purchasing guidelines and procedures.
• Processing agency departmental purchase requests.
• Other related tasks as required and assigned.

-Agency departmental and vendor relations:

• Assist agency department personnel with procurement-related issues.
• Furnish agency departments with vendor and other procurement-related information.
• Assist in efforts to increase HUB vendor utilization.
• -Maintain HUB vendor sources, bid list, product and service information.
• -Maintain appropriate vendor relations and assist vendors through oral and written communications.
• Manage monthly report for expiring contracts.
• Complete monthly TIBH reporting.

-Provide clerical and secretarial support for Purchasing Office:

• Maintain all files, records, reference materials and office inventory/supplies.
• Responsible for receiving/transferring all phone calls, responding to emails and greeting visitors.
• Process incoming/outgoing mail, shipments and deliveries.
• Prepare and process letters, faxes, spreadsheets and other documents and data entry as required.
• Process accounts payable/receivable documents and travel expense documents.
• Use department scanner to scan documents for database upkeep.
• Demonstrate special knowledge of state of Texas purchasing regulations and TAMU System database and/or FAMIS.

-Infrequent duties:

• Assist with emergency response related procurement functions.
• Attend training classes, professional development/continuing education courses.

-Other duties as assigned.

Benefits: Texas A&M University System strives to support the health and wellness needs of our diverse workforce. Texas A&M Forest Service offers a competitive benefits package including medical, dental, vision, life and long-term disability insurance, retirement benefits, paid time off and health and lifestyle programs as well as educational incentives and tuition reimbursement opportunities.

Education and Experience:

Required Education: High school diploma or GED

Preferred Education: Associate degree in business or closely related field

Required Experience: Minimum of three (3) years experience with general office duties and customer service or accounting and customer service.

Preferred Experience: Advanced knowledge and experience in state government procurement of equipment and services.

Knowledge, Skills and Abilities:

Required Knowledge: Microsoft office (Word, Excel)

Required Skills: Good organizational skills.  Good oral and written communication.  Good customer service skills.

Required Abilities: Assist with detail, rules-oriented work.  Multi-task and work cooperatively with others.

Licenses, Certifications and Registrations:

Required: Valid Texas Driver’s license or ability to obtain one within 30 days of employment.

Preferred: Notary Public.  Any Texas Comptroller or other professional certification.

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