Procurement Assistant (Hybrid)

: Description:

About Philadelphia Works, Inc.

Philadelphia Works (PhilaWorks) is a 501c3 non-profit organization that invests in solutions and services to grow Philadelphia's economy by connecting employers to workforce talent and career seekers to jobs. We influence the public policies that support economic growth and optimize funding and resources to invest in regional solutions to build a skilled and thriving workforce.

Philadelphia Works has a hybrid schedule; staff work 2 - 3 days in the office.

Position Summary

The Procurement Assistant will support the Training and Apprenticeship team at Philadelphia Works, and manage multiple workflows associated with procurement and funding opportunities. These workflows are specific to procurement and funding opportunities that are made available to training providers, employers, and other workforce development entities in the Southeastern Pennsylvania region. This position will be responsible for providing a range of administrative, contractual, and project management services associated with various funding opportunities, ensuring that procurement activities have a set schedule and timeline, remain on track, and are conducted in line with PhilaWorks' policies and procedures.

Essential Functions

1. Create, implement, and manage each procurement opportunity's established workflow process, timelines, and communication channels.

2. Project manage and support programmatic and fiscal staff in precontract activities such as scope development, budget negotiation, and others, as needed.

3. Project manage the Request For Proposal (RFP) process, including preparation, publishing, scoring, and review.

4. Work collaboratively across teams on pre-procurement planning activities to include, but are not limited to, preparing applications and/or Requests For Proposals, aligning project timelines across teams and external stakeholders, and ensuring timely completion of all projects.

5. Coordinate proposal/application reviews and evaluation sessions and support onboarding sessions with awardees.

6. Create and manage contracts, ensure contract terms adhere to PhilaWorks' guidelines, applicable laws and policies, communicate the status of contracts with stakeholders, monitor active contracts, and assist in the development of contract changes and/or modifications.

7. Ensure all actions surrounding procurement and/or funding contracts are in full compliance with state and federal guidelines.

8. Ensure all proper documentation required to accompany the contract is collected (i.e., W9, certificate of insurance, ACH, etc.) and stored in a neat, organized manner.

9. Utilize the internal Contract Management System to create requisitions and enter all accompanying documentation for approval.

10. Archive all contract documents in appropriate folders and ensure documents are organized in internal SharePoint.

11. Prepare correspondence to internal and external stakeholders regarding contractual issues and matters; communicate necessary contract information with stakeholders, as requested.

12. Organize, synthesize, and reconcile relevant data and files using various tech resources and platforms as needed.

13. Perform all other duties as assigned.

Requirements:

Education/Professional Experience

Associate's Degree from an accredited college or university of related experience or federal, state, or local contracting experience. Basic knowledge of contract, procurement, or project management. Or any combination of education and experience determined to be acceptable.

Skills & Qualifications

• Project management skills
• Experience in developing and documenting standard operating procedures
• Strong collaboration skills and experience working across multiple teams/stakeholders
• Must be able to manage work independently with little supervision
• Demonstrated ability to communicate effectively, including strong oral and written skills
• Ability to be agile and navigate change efficiently
• Must be proficient in Microsoft Office
• Able to learn and become proficient in new data entry systems
• Strong attention to detail to ensure accuracy of work
• Demonstrated ability to organize and manage concurrent priorities and tasks
• Ability to work tactfully and diplomatically with others and provide excellent customer service

What We Offer

Philadelphia Works offers qualifying full-time employees with a competitive benefits program including medical, dental, vision, 401(k), tuition assistance, life insurance, and disability. We also offer company-paid vacation, personal and sick leave days.

Equal Opportunity Employer

Philadelphia Works is an equal opportunity employer and complies with all laws prohibiting discrimination based on race, color, national origin, ancestry, religion, sex (including sexual orientation, transgender status, and gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, sexual preference, political affiliation, or any other basis protected by federal, state or local laws, in all matters pertaining to recruitment, selection, compensation, training, advancement and promotion, retention, discipline, and termination.