Procurement Support Specialist

Job Description

Job Description

Job Title: Procurement Support Specialist

Duration: 6 months with possible extension

Job Mode: Hybrid

Pay rate: $31.44/hour on w2 without benefits

Shift hours: M-F, 7:30 - 4:30

 

Description:

• Process invoice requisitions and related purchase orders in Oracle's PeopleSoft system; Manage monthly PO data cleanup process; Process contract modifications; Conduct Requests for Quote; manage administrative activities for Procurement Services, including answering phones, scheduling vendor meetings and events, scheduling City training and coordinating resources and communications for internal customers. 2)
• Periodic Projects: coordinate monthly, quarterly and annual PO and Contract data review and closeout activities; create simple surveys to obtain feedback on Procurement's support and activities. 3) Database Management: Update Oracle
• PeopleSoft P2P records and electronic contracting files to meet department e-file and retention standards; Assist with database, documentation and template management (configuration management support); Archive and closeout expired records; assist with data transfer into new contract management system. 4) Insurance Certificate and Mail 
• Processing: distribute mail and file insurance certificates as needed.

 

Responsibilities:

• 50% - Performs a variety of general technical support duties in support of assigned department, division, or team. Documents standard operating procedures, serves customers, prepares reports, compiles data for analysis, coordinates activities, investigates and resolves problems and handles special projects as assigned.
• 25% - Performs duties in both group/team and individual contributor settings. Operates a personal computer for use of word processing, spreadsheet and database management and presentation applications.
• Performs the most complex data entry; enters and pulls information from a variety of systems and reviews reports for accuracy. May conduct regular audits of the data to ensure system integrity.
• Acts as a subject matter expert on assigned business process. Presents new ideas and processes and assists with leading the implementation team.
• 25% - Works under administrative supervision. Ensures detailed instructions, standard operating procedures and desk manuals are provided and followed and reports any deviation to immediate supervisor. Serves as intake for questions and issues in the department and is referred complex items.
• Identifies and reports quality concerns.
  Note – Time spent on each essential function will vary based on operational needs and is only intended to be an approximation over the course of a full year. Regular and predictable attendance is an essential function in the performance of this job.
  Relevant Background and Formal Education:
• Demonstrated skills, competencies, and knowledge required for this job are most often acquired through the following practical experience and level of academic education and training as suggested below.
  Education: Equivalent to completion of the twelfth grade (high school diploma or GED).

Required Experience:

• Five years of full-time, professional experience in a related field.
  Education and Experience Equivalency: One year of relevant work experience may be substituted for one year of required education (OR) one year of relevant academic coursework beyond the minimum requirement may be substituted for one year of required professional experience.

Certifications and Licenses :

• Must possess or be able to acquire the following certifications and/or licenses required in accordance with standards established by departmental policy. At this time, there are no required certifications and/or licenses required.
• Technical Skills: Intermediate Skills and Knowledge: Work requires intermediate skills and knowledge in approaches and systems, which support the design and implementation of major programs and/or processes organization wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.
  Specialized Computer Equipment and Software: Microsoft Office