INDUSTRIAL COMMISSION

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ADMINISTRATIVE ASSISTANT 2

Job Location:

Address:  800 West Washington Street, Phoenix, AZ  85007

Posting Details:

Salary: $17.00 per hour

Grade: 15

Closing Date:  April 15, 2025

Job Summary:

Under general supervision of the procurement specialist, will create requisitions, change orders, and receipts for all agency purchasing, tracks all division request and provides reports as needed for procurement staff to track status of all purchasing activities.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Job Duties:

Review purchase requests and process according to state and agency rules, policies and procedures. Apply purchasing guidelines and procedures to select the proper purchasing method. Prepare requisition in eprocurement system. Verify the delivery of products or services according to specifications and terms of contract.

Review and gather information from vendors on product changes and new products. Responds to questions or delivery problems from staff and vendors. Solve shipping, receiving and billing discrepancies. Expedite orders, reschedule deliveries, cancel, and reorder supplies and products.

Tabulate statistics and numbers. Assist with proposal reviews by coordinating and scheduling meetings, and obtaining needed documents. Research previous agreements, leases, current procedures and regulations. Gather information to help prepare draft requisitions or agreements. Maintain electronic databases and files used to track purchasing activity.

Knowledge, Skills & Abilities (KSAs):

Knowledge:
Be able to understand and follow principles and practices of procurement and administration management; agency or program rules, regulations and operating procedures; of business law as it relates to preparation, requisitions, purchase orders, contracts, agreements. Ability to: organize, plan, coordinate, analyze and establish priorities; develop effective operations of work, duties, and communications, write process and procedures, creations of forms, speed sheets, word and google documents.

Skills:
Excellent and oral and written communication, Strong Capabilities in Self Organized, task orientated, ability to multi-stack, Knowledge and experience in requisition life cycle process, process requisitions, skills in excellent customer Service, Assist with preparations of correspondence, attend meetings, take virtual, skills in accounts payable process and procedures, agency funding codes, database systems.

Abilities:
Ability to use eprocurement database to receipt, liquidate, and inspect verification of invoice. Ability to follow directions. Learn procurement ethics Ability to send out surveys, Update Databases, analyze, collect Statistic results, Ability to take work under guidance and directions from senior staff members, Ability to use MS Word, Excel, Google and other software applications, follow Arizona Management System (AMS)

Selective Preference(s):

Previous purchasing or supply chain experience. Experience in APP or other e-procurement systems, Microsoft or Google suite experience such as excel and sheets for tracking and reports.

Pre-Employment Requirements:

 

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: