Procurement Associate

Shelby County Schools•Memphis, TN

About The Position

Purpose and Scope SUMMARY DESCRIPTION: Works under direction of the Director-Procurement Services to support the Procurement Services Office by performing administrative and secretarial duties. Duties also include assisting management with administrative tasks such as tracking and compiling information of interest. Essential Job Functions Performs a full range of administrative work for multiple programs and projects in the Procurement Services Office. Reviews and answers correspondence for Procurement Services. Receives and responds or routes inquiries, concerns, complaints, and requests for assistance from District personnel, vendors/contractors and citizens. Processes newspaper advertisements for solicitations. Creates and maintains correspondence for out-of-compliance District purchases. Performs general administrative/clerical work as required, including but not limited to, processing office payroll, loading Board agenda items in the system, copying, and filing documents, answering the telephone. Reconciles invoices for Procurement purchase orders, research and initiates correction of any inconsistencies. Processes Procurement invoices for payment. Communicates with vendors to explain District procurement policies, procedures, and requirements, as well as processes vendor registration, as assigned. Provides guidance to internal and external customers as it relates to SCS ERP system for requisitions and supplier profile management. Identifies issues or problems and seeks solutions consistent with applicable regulations. Attends training, meetings, workshops, or seminars as necessary to enhance job knowledge and skills. Entry, creates reports, monitoring, and maintenance of electronic records. Performs other duties as assigned.

Requirements

Bachelor’s Degree or equivalent or four (4) years of experience in a relevant area for a total education/experience of four (4) years.
(PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.
Degree Equivalency Formula : Bachelor’s Degree = 4 years of additional experience in lieu of degree level.
Master’s Degree = 6 years of additional experience in lieu of degree level.

Responsibilities

Performs a full range of administrative work for multiple programs and projects in the Procurement Services Office.
Reviews and answers correspondence for Procurement Services.
Receives and responds or routes inquiries, concerns, complaints, and requests for assistance from District personnel, vendors/contractors and citizens.
Processes newspaper advertisements for solicitations.
Creates and maintains correspondence for out-of-compliance District purchases.
Performs general administrative/clerical work as required, including but not limited to, processing office payroll, loading Board agenda items in the system, copying, and filing documents, answering the telephone.
Reconciles invoices for Procurement purchase orders, research and initiates correction of any inconsistencies.
Processes Procurement invoices for payment.
Communicates with vendors to explain District procurement policies, procedures, and requirements, as well as processes vendor registration, as assigned.
Provides guidance to internal and external customers as it relates to SCS ERP system for requisitions and supplier profile management.
Identifies issues or problems and seeks solutions consistent with applicable regulations.
Attends training, meetings, workshops, or seminars as necessary to enhance job knowledge and skills.
Entry, creates reports, monitoring, and maintenance of electronic records.
Performs other duties as assigned.