Reports to the Procurement Manager and works collaboratively with Procurement staff and other departments to prepare and maintain high quality, consistent and accurate purchase orders and other procurement documents. Responsible for procurement process, administration and reporting. Provides confidential and efficient organization to the Procurement Director's office. Performs duties assigned by Procurement staff relative to daily routine and individual projects in a confidential manner.
Responsibilities: • Assist with the purchase order processing system for all MPEA departments. Responsible for approving requisitions for vendor payments to ensure they are within the procurement policies, contract requirements and Board authorization.
o Generate purchase orders on a weekly basis
o Process all Procurement department invoices • Maintains procurement tracking management systems included but not limited to tracking the progress and status of every procurement and resulting contracts, summarizing and communicating reports to users and management on a regular basis.
o Distribute and file executed contracts • Responsible for the accurate and timely positing of procurement solicitation documents to the company's website. Places all necessary advertisements/notices pursuant to required timelines for the competitive solicitation process.
o Maintaining MPEA Procurement web page by uploading to media library, included updated contract lists, current bid opportunities, etc. • Maintain the electronic document filing system that archives documents and allows for easy department access and retrieval.
o Develop a new and maintain an archive filing system for Procurement documents • Assist with maintaining the Board approved contract list by updating with new and/or expired information and report on upcoming expiration dates; distribute monthly contract spend-to-date to user departments.
o Generate contract-spend-to-date reports in order processing system on monthly/quarterly basis • Conduct outreach to expand the number of potential vendors to be notified of proposal/bid opportunities; maintain vendor registration database
o May include attending outreach events as necessary • Performs administrative duties for the Procurement department, such as, but not limited to:
o Prepare correspondence/communication to internal user departments as well as contractors/vendors in timely manner
o Direct incoming calls and emails to the appropriate staff members
o Create order supply list for Procurement department
o Prepare necessary arrangements for any visitors
o Prepare seminar & outreach arrangements • Other duties as assigned
Skills, Experience and Requirements: • High School diploma or equivalent and minimum of two (2) years' work related experience • Proficiency in Microsoft Office products • Knowledge of Oracle (JDE) software • Excellent time management • Effective and proactive communication and ability to prioritize effectively • Demonstrate ability to handle and maintain confidential information