ADMINISTRATIVE ASSISTANT 2
About The Position
ARE YOU READY TO WORK FOR AN EXCEPTIONAL STATE AGENCY THAT WORKS TO PROTECT THE LIFE, HEALTH, SAFETY, AND WELFARE OF THE EMPLOYEES IN THE STATE OF ARIZONA? APPLY WITH US! THE INDUSTRIAL COMMISSION OF ARIZONA (ICA) IS COMMITTED TO THE HIGHEST STANDARDS OF COMPLIANCE, DEMONSTRATING LEADERSHIP IN ALL AREAS, AND TEACHING AND WORKING WITH EMPLOYERS AND EMPLOYEES TO MAKE THEM SUCCESSFUL. A THRIVING WORKFORCE IN ARIZONA IS WHAT WE STRIVE FOR AND WORK TOWARDS EACH DAY. Under general supervision of a 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.
Requirements
- Knowledge of 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.
- Ability to develop effective operations of work, duties, and communications.
- Ability to write process and procedures, creations of forms, speed sheets, word and google documents.
- Excellent and oral and written communication.
- Strong Capabilities in Self Organized, task orientated.
- Ability to multi-task.
- Knowledge and experience in requisition life cycle process.
- Process requisitions.
- Skills in excellent customer Service.
- Assist with preparations of correspondence.
- Attend meetings, take virtual notes.
- Skills in accounts payable process and procedures.
- Knowledge of agency funding codes.
- Knowledge of database systems.
- Ability to follow directions.
- Learn procurement ethics.
- Ability to use MS Word, Excel, Google and other software applications.
- Follow Arizona Management System (AMS) to understand and follow principles and practices of procurement and administration management.
Nice To Haves
- 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.
Responsibilities
- Create requisitions, change orders, and receipts for all agency purchasing.
- Track all division requests and provide reports as needed for procurement staff to track status of all purchasing activities.
- 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.
- Respond 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.
- Use eprocurement database to receipt, liquidate, and inspect verification of invoice.
- Send out surveys, update databases, analyze, and collect statistic results.
- Take work under guidance and directions from senior staff members.
Benefits
- Sick leave
- Vacation with 10 paid holidays per year
- Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
- Health and dental insurance
- Retirement plan
- Life insurance and long-term disability insurance
- Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
- Improved work/life balance
- Higher job satisfaction
- More productive
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
