Administrative Support Specialist - Procurement

HCPS • Harford, PA

3d

About The Position

This class is the third level in the Administrative Support series. Incumbents provide specialized support services requiring a broad knowledge of the organization for an assigned function or department such as serving as a secretary lead worker or a specialist related to support for functions such as transportation, safety and security, finance, purchasing, risk management, certification, and/or library. Based on assignment, responsibilities may include overseeing library processing; coordinating purchasing and materials management; coordinating field trips and related transportation activity; and/or supporting risk management and workers’ compensation processing activities; serving as lead secretary and/or office manager; processing certificate actions and/or financial transactions; and preparing payroll reports and budget projections. Based on assignment, some incumbents may serve as lead workers.
This position requires a broad knowledge of the organization and under minimal supervision provides specialized administrative support services to the assigned school and/or department.

Requirements

• High School Diploma or GED.
• Four years of office or administrative support experience.
• Microsoft Office Suite (Word and Excel) proficiency is required.
• Organizational governance including structural and informal lines of authority;
• Proper etiquette in handling confidential or sensitive information with discretion;
• Project and resource coordination methods;
• Mathematical principles;
• Data entry and data management;
• Modern office equipment.
• Utilizing a computer and relevant software applications;
• Managing time and shifting priorities;
• Multi-tasking;
• Coordinating administrative projects;
• Using information systems for data storage, research and reporting;
• Maintaining tact and confidentiality necessary to represent top management;
• File management and storage techniques and practices using good organization;
• Providing guidance, assistance and/or interpretation to others regarding the application of procedures and standards to specific situations;
• Providing advanced internal and external customer service;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Nice To Haves

• Associate of Arts degree from an accredited college or university is preferred.
• Previous experience with bookkeeping and maintenance of general accounting and financial records in a business related function.

Responsibilities

• Coordinates operational administrative activities and resources for assigned service area.
• Receives, researches, gathers information and processes requests and/or responds to inquiries.
• Assists in conveying and implementing policies and procedures of assigned area.
• Manages calendars and/or dockets.
• Arranges meetings and location and equipment logistics.
• Prepares and distributes agendas, correspondence, informational materials and meeting minutes ensuring documents adhere to applicable standards.
• May make travel arrangements.
• Conducts internal and external customer relations via email, telephone and in person.
• Responds to requests, researches and resolves inquiries and issues, and conveys information regarding policies and procedures.
• Seeks appropriate contact or resource for information as required and provides responses in a timely manner.
• Enters and maintains data in department databases.
• Researches and locates information, provides status/disposition updates, prepares documents and generates reports that are of a time-sensitive nature and adhere to applicable standards.
• Based on assignment, may perform specialized activities such as preparing and processing administrative documents related to accounts payable/receivable, purchasing, and travel expenses; providing budget tracking and expense reporting; risk management; library services; maintaining necessary forms, supplies and information resources in assigned locations; serving as designated office manager or administrative support lead worker; and/or, other related activities.
• Prepares and solicits informal quotes for commodities and materials.
• Transacts credit card purchases under the direction of the Procurement Agent I, and Supervisor of Procurement and reconciles transactions.
• Advises school personnel regarding the purchasing policy; provides excellent customer service when dealing with end-users.
• Assists with processing of formal sealed bids and proposals.
• Performs other purchasing work-related duties as assigned.
• Maintains, and ensures the accuracy of the information posted to all Procurement Department internet and intranet sites.
• Maintains user instructions, assists with the appropriate Procurement Department staff in processing purchasing actions, software actions, and updates purchasing data fields and documents procedural changes.
• Responds to user requests for information and assists in technology problem resolution; initiates follow-up contact with users on software related issues.
• Provides technical support, assistance, and data analysis when required.
• Monitors existing purchasing actions and software transactions for accuracy, applicability, and efficiency.
• Validates database information by auditing reports and correcting variances.

Benefits

• HCPS offers an expansive benefits package including individual and family medical, vision, dental, life insurance, retirement savings, pension, paid time off, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED