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Admin Assistant with Purchasing Experienc
Ref No.: 18-09535
Location: Phoenix, Arizona
Position Type:Contract
Start Date: 08/27/2018
Position Description The purpose of this position is to provide technical administrative support to Procurement Officers and management team in order to insure that procurement documents and contracts are processed and presented to internal and external customers timely and accurately. Position requires meeting specific deadlines and processing of complex documents and other Procurement System functions in order to facilitate the procurement process. This responsibility is carried out under the highest ethical standards, with emphasis on quality of work processed. PRIMARY DUTIES OF THE POSITION: • Assist in the preparation of solicitation documents incorporating provisions such as cost analysis, business and/or technical requirements; review specifications and contract requirements and recommend revisions as appropriate; prepare contract documents for goods, professional and construction services using boilerplate documents while incorporating terms and conditions which assure value for money spent and protect the county from liability or exposure; • Prepare initial drafts of contracts, revising contracts and preparing execution copies; tracking contracts in database; establish and maintain contract files; prepare and send correspondence. • Utilize e-procurement and other technology tools to manage document preparation, release and award, and prepare summary and agenda items for approval, maintain detailed bid files (paper and/or electronic) in accordance with applicable statutory requirements for retention and compliance; monitor contract expiration dates and renewal letters • Provide internal and external customer service, resolve issues or complaints and make suggestions to management for process improvement and increased efficiency; communicate professionally at all times verbally or in writing, and carry out responsibilities with the highest standards of integrity and professionalism. • Demonstrate timely attendance and completion of work; adhere to County policies and procedures; demonstrate respect for customers and fellow staff, and foster a collaborative team environment; participate fully in all meetings, as required; maintain personal and professional development; comply with Maricopa County Code of Ethics.
Skills Required Must possess working knowledge of contracts, document preparation and electronic content management principles; must be able to handle multiple, complex, time-sensitive tasks which may be confidential in nature; must have the ability to manage and perform electronic or paper based processes and to apply critical thinking skills while working independently or as part of a team to resolve issues. Advanced proficiency using Adobe Pro and Office 2008 (or later) including Word, Excel, Outlook, etc.; must have strong organizational and analytical skills, and excellent proofreading, editing skills; must be able to communicate professionally and courteously at all times both verbally and in writing.
Skills Preferred Prefer knowledge of public procurement best practices. Preferred experience utilizing Electronic Content Management Systems, E-Procurement Systems, Sire, OnBase, Advantage, and other Software as a Service applications.
Experience Required High School diploma and five years clerical or administrative experience in a purchasing/ procurement setting, or in preparing legal, construction, or contract documentation. Other combinations of education, experience, or training that may be considered in substitution for the minimum requirements: Associate's Degree or higher in Business or Public Administration, or related field of study and two years clerical or administrative experience in a purchasing/procurement setting, or in preparing legal, construction, or contract documentation.
Experience Preferred
Education Required High School diploma and five years clerical or administrative experience in a purchasing/ procurement setting, or in preparing legal, construction, or contract documentation. OR Associate's Degree or higher in Business or Public Administration, or related field of study and two years clerical or administrative experience in a purchasing/procurement setting, or in preparing legal, construction, or contract documentation
Education Preferred Bachelor’s Degree in Business or Public Administration, or related field of study and two years clerical or administrative experience in a purchasing/procurement setting, or in preparing legal, construction, or contract documentation.
Additional Information experience in a purchasing/ procurement setting, or in preparing legal, construction, or contract documentation.