Contracts Assistant - Procurement Dept

TEKsystems•Town of Brookhaven, NY

3d•$30 - $34•Onsite

About The Position

The Contracts Assistant will provide support to Contract Officers within the Procurement Department. This role involves assisting with the review, development, and drafting of various contractual documents, including complex contracts, agreements, purchase orders, and change orders for goods, equipment, and services. The position also supports RFx/bid events, tracks cost savings, and ensures compliance with all relevant laws and guidelines. Additionally, the Contracts Assistant will be involved in data analytics, including compiling metrics, analyzing supplier and market data, and identifying opportunities for improved purchasing efficiency and cost reduction.

Requirements

Bachelor's Degree.
Two (2) years of progressively responsible professional procurement support and experience.
Experience with Microsoft Office and/or Google Workspace.

Nice To Haves

Additional years (2+) of full-time, progressively responsible professional procurement support and experience.
Experience showing support and assistance for bidding, reviewing, and drafting supplier contracts.
Certified purchasing or supply chain management credentials.
Proficiency with Jaggaer or other procure-to-pay systems.
Experience in New York State agency or higher education procurement.
Experience with public bids for Construction, A/E, and Facilities Service contracts-related purchasing.

Responsibilities

Support the Contract Officers with review, development, and drafting of complex contracts, agreements, purchase orders, and change orders for university required/related goods, equipment and services, including the assistance of bid specifications in accordance with applicable State & University purchasing laws, procedures, and guidelines.
Assist the contract officers RFx/bid events; RFP (Request for Proposal), IFB (Invitation for Bid), RFQ (Request for Qualifications) in accordance with applicable purchasing laws, procedures, and guidelines.
Assist the contract officers to report on Cost Savings, via either cost reductions or cost avoidances, to the University per the stated annual objective.
Provide all administrative support work for contractual and bidding transactions. This includes the collection and document retention of all exhibits, insurance, and required forms for the State and Research Foundation.
Draft letters to suppliers/vendors.
Assist with entering contracts and supporting documentation in the Contracts database in a timely manner.
Assist to ensure compliance with all Federal, New York State, SUNY, Research Foundation, and University rules, regulations, and guidelines related to the procurement of goods and services.
Support efforts to compile accurate and timely metrics, upload all procurement-related data promptly.
Analyze supplier data (including spend, usage, and performance), market data, and industry trends to determine appropriate category and sourcing strategies.
Utilize the analysis to identify initiatives to improve purchasing efficiency, save costs and reduce supply risk.