Administrative Specialist 2 - Procurement Services

Youngstown State University•Youngstown, OH

1d•Onsite

About The Position

The Administrative Specialist 2 works under general supervision with limited supervisor intervention and applies extensive knowledge of administrative policies, procedures, clerical functions, and office or program operations. The position performs routine and non-routine administrative work, independently explains services and activities, interprets established policies and procedures in non-legal matters, recommends program activities, and assists with developing procedures related to established program policy. The role may relieve a supervisor of routine administrative duties, provide secretarial support, and act as a lead worker for lower-level personnel. In Procurement Services, the position monitors procurement and administrative work queues, transactions, exceptions, and follow-up items; resolves issues within established procedures and delegated authority; investigates recurring or complex administrative and procurement matters; documents findings; and recommends practical solutions and corrective actions to the Director or appropriate supervisor. The role supports office business functions, including budget and fiscal record work, personnel activities, purchasing and invoice processing, communications, reporting, records management, and coordination of office workflows. It may supervise student office support staff and assist with training new hires. The position is based in Youngstown and reports to the Manager, Purchasing. The work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. The position is not eligible for sponsorship.

Requirements

At least an associate degree in business administration, management science, public administration, or a related field; or a high school diploma or GED and three years of experience in the secretarial and/or administrative professional field, including office management, public relations, budgeting, and/or supervisory principles or techniques.
Knowledge of Microsoft Office applications, supervisory principles or techniques, budgeting procedures, public relations, office management, administrative and general office practices, English grammar and composition, basic arithmetic, unit-specific office procedures, records management, and business communications.
Skill in organization and attention to detail; written and verbal communication; typing; operating a personal computer, office equipment, and software applications; and working with databases.
Ability to gather, collate, and classify information; collaborate on projects; prepare and deliver presentations; write directives, memos, and publications; define problems, collect data, establish facts, and draw valid conclusions.
Ability to handle sensitive contacts with the public and other work units; address problems involving several variables in familiar contexts; apply principles to practical problems; interpret written or oral instructions; write routine business letters; complete routine forms; make appointments; organize items alphabetically or numerically; and provide appropriate information or referrals.
Demonstrated ability to independently prioritize and complete non-routine assignments; exercise sound judgment within delegated authority; investigate issues and evaluate alternatives under established policies and procedures; document findings and recommend corrective action; and monitor workflows, exceptions, projects, deadlines, and management reporting.
No certifications, training, or licensure are required.
This position is not eligible for sponsorship.

Nice To Haves

At least a bachelor’s degree in business administration, management science, public administration, or a related field and at least two years of experience in the secretarial and/or administrative professional field, including office management, public relations, and/or budgeting.

Responsibilities

Independently handle non-routine administrative assignments, interpret established policies and procedures in non-legal matters, resolve problems within delegated authority, and escalate matters requiring higher-level approval.
Process assigned administrative responsibilities from initial review through resolution, prioritize work, determine next steps, and monitor work queues, pending transactions, exceptions, and follow-up items.
Identify procurement or administrative delays and discrepancies, investigate complex or recurring issues, review records and policies, document findings, and recommend solutions or corrective actions to the Director or appropriate supervisor.
Support the administrator’s office and its business functions, including correspondence, budget research and justifications, spending and fiscal records, budget monitoring and transfers, report review, personnel functions, committee participation, and conference organization.
Act as a lead worker for lower-level personnel and may supervise student office support staff, coordinating their work, training, and evaluation throughout the employment cycle.
Relieve the supervisor of routine administrative duties; research and analyze information; advise administrators; recommend program activities; assist in developing procedures; serve as a liaison; and communicate or represent decisions and directives at meetings and conferences.
Prepare and monitor budgets, transfer funds with direction, process bills and invoices, purchase supplies and equipment, reconcile transactions in procurement systems, and maintain fiscal and personnel records.
Research and respond to inquiries and complaints, explain programs to the public, perform public relations duties, and prepare reports, publications, memos, and presentations for distribution outside the work unit.
Coordinate office procedures and daily workflow; compile data and statistics; prepare reports; revise manuals and notebooks; requisition supplies and equipment; and screen and resolve issues that do not require policy interpretation or judgment.
Process academic overrides with direction and compile new-hire paperwork or employee-record information for part-time faculty and other employment groups as needed.
Type, format, and proofread correspondence and reports; maintain and retrieve files; receive and distribute mail; answer and screen calls; greet visitors; maintain office-supply inventory; and prepare materials for mailing.
Prepare payroll, reports, and timesheets; schedule appointments and meetings; maintain calendars; arrange travel and reconcile travel transactions in procurement systems; take or transcribe dictation and meeting minutes; and prepare routine forms and records-management documents.
Assist with training new hires and perform other duties assigned or required within the classification’s level of responsibility.