Procurement Administrative Specialist

Garfield County Colorado•Glenwood Springs, CO

3d•Onsite

About The Position

This position supports the Procurement department by performing a wide variety of routine & complex administrative duties as well as assisting with contract lifecycle management. The role involves collaborating with Procurement staff to ensure the efficient flow of the procurement life cycle, greeting vendors and visitors, updating procurement systems, tracking contracts, composing correspondence, coordinating communications, assisting with ordering and payment of goods and services, managing vendor websites and the procurement intranet, communicating with departments and vendors about order changes, resolving discrepancies, educating employees and vendors on procurement policies, assisting with property disposal, and performing general office support functions.

Requirements

High School Diploma or equivalent required.
Three years of experience performing clerical and administrative tasks.
One year of experience drafting or coordinating contracts and procuring goods and services.
Valid driver’s license.
Proficiency in using a keyboard, mouse, and office equipment, demonstrating fine motor skills for typing, clicking, and manipulating documents.
Adequate hearing to engage in conversations, respond to telephone calls, and interact with colleagues in a typical office environment.
Maintain the ability to maintain focus, productivity, and attention to detail while working at a desk for standard office hours.
Computer and relevant software applications, spreadsheets, calendars, and word processing.
Will also work with calculators, telephone systems, and mobile phones.
Pre-employment background check which will include a Criminal Background Check and Employment Verification, and Motor Vehicle Record.
Employment is contingent upon successful completion of a Criminal Background Check and Employment Verification.

Nice To Haves

Bachelor’s degree in business administration, finance, accounting, or a related field preferred.

Responsibilities

Collaborate with Procurement staff, ensuring each part of the procurement life cycle flows efficiently.
Greets vendors, suppliers, and office visitors.
Update and maintain all PC based procurement systems and records pertaining to all Procurement functions.
Tracks all contracts and related contract milestones including but not limited to renewals, insurance, and amendments.
Composes correspondence, performs research, and prepares reports.
Coordinates internal and external communications on behalf of the Procurement Manager.
Assists with the ordering, receiving, and payment of County goods and services.
Maintains and manages the local vendor preference website and the procurement portion of the intranet.
Communicate with departments and vendors regarding changes on orders in progress and investigate and resolve discrepancies between purchase orders and invoices.
Educates and trains department employees and vendors regarding Procurement policies and procedures.
Assists with coordinating the disposal of County property by various methods.
Performs general office support functions which include but not limited to visa allocation, preparation of internal vouchers, work with Finance on auditor functions, New World Systems reports and research, generate and track Facility Dude requests, maintain and organize completed contract files and other records for the department, and order items for the department.
Other duties as assigned.