EXECUTIVE OFFICE SPECIALIST
Position Number: S-3570
Position Summary:
Position is responsible for complex and varied clerical/technical duties supporting Contracting & Purchasing Services and is the most senior level clerical job handling substantial details and duties. Processes documents related to procurement and provides clerical support to the buyers and director as needed. Acts as liaison with vendors and departments to resolve issues and facilitates the ordering process. Position has a high degree of autonomy/responsibility in performing complex duties.
Required Qualifications:
High school diploma or GED .
Four years of qualifying experience or a combination of education and experience that equates to four years.
Experience with Microsoft Word.
Customer service experience.
Spreadsheet and/or database experience.
Organizational skills with strong attention to detail.
Demonstrated positive interpersonal skills.
Effective verbal and written communication skills.
Ability to project a positive attitude.
Ability to manage multiple projects and meet deadlines with accurate results.
Ability to compose, proofread and edit correspondence.
Ability to perform the essential functions of the job.
Preferred Qualifications:
Knowledge of specific software programs and/or mainframe/systems skills may be desired by the hiring department (i.e. Excel, Access, SAP ).
Demonstrated ability to design/maintain web pages may be desired.
Duties & Responsibilities:
Communicates with departments and Senior Buyers to assist in processing purchase requisitions, including but not limited to: contacting vendor for tax information and/or quote information.
Creates Purchase Orders.
Liaison between C&PS, campus departments and external vendors to resolve ordering, sourcing and pricing issues.
Assists in the bid process by preparing bid documents, including completion of appropriate documents, contacting vendor and/or departments regarding bid information and compiling bid results for review by Senior Buyers and departments.
Responsible for the requisition and bid process for the following commodities:
-FM gasoline purchases
-Parking Services parking passes
-FM road salt
Responsible for processing all Dell and Apple purchases, including obtaining quotes for departments, handling return procedures if necessary and coordinating the payment process with payable accounting.
Maintains vendor contacts for commodities involving PC’s, tablets, laptops, novelties and appliances in order to provide quotes for departments.
Enters copier readings into Access for the copier program.
Processes copier readings for campus quarterly:
-Processes monthly copier invoices for City of Mt Pleasant & MPPS .
-Keeps in contact with reps from both the City and MPPS to answer questions they may have regarding invoicing issues.
Troubleshoots system problems with SAP team and coordinator of web applications.
Maintains and updates the C&PS website with most current information.
Responsible for C&PS record retention and record disposition.
Maintains monthly budget and purchasing statistics report for review by director.
Works closely with payable accounting to correct problem invoices to ensure that payments are made on time, including resolving issues with vendors, scheduling deliveries, and verifying receipt of goods.
Compiles information for year purchasing statistics report for Vice President.
Reviews monthly expedite reports.
Oversees and coordinates the annual maintenance/blanket agreement renewal process with campus departments.
Processes payroll records for semi-monthly, bi-weekly and student staff using TimeLink.
Supervises 2 student assistants and assigns tasks as needed.
Supervision Exercised:
None.
Employee Group: Office Professional
Staff Pay Level: 6
Pay Range: $16.00 - $23.87 per hour, estimated starting rate: $16.00 - $19.00
Division:
Department: Purchasing
Position Status: Regular
Position End Date:
Employment Status: Full-Time
FTE: 1.0
Position Type: 12 month
Weekly Work Schedule: Monday - Friday, 8am to 5pm
Location: 1200 S Franklin St, Mt Pleasant, Michigan, 48859
Posting Ends:
Open Until Filled: Yes
To apply and see full details, visit https://apptrkr.com/6050953
