Contracts and Purchasing Administrative Assistant

Contracts and Purchasing Administrative Assistant

Summary :

Check all associated application documentation thoroughly before clicking on the apply button at the bottom of this description.

Under general supervision of the Facilities and Purchasing Manager, performs diverse purchasing actions and has responsibility for the administration tasks of the purchasing and contract division.

Job ID / Number : OFA-262023

Posted Date : 12 / 11 / 2023

Job Location : Washington, DC

Position Type : Full-time

Division : Office of Finance and Accounting

Description :

ILLUSTRATIVE DUTIES :

• Contracts / PO’s / Agreements for various departments - Create purchase requisitions and modify and file purchase orders (PO).
• Contracts Database Administrator - Maintain and update contracts posted to CostPoint Database.
• Maintain Chief Purchasing Officers Committee (CPOC) and other committees on Listserv and Net Forum.
• Assist with newspaper posting for solicitation announcements and bid documents on COG website.
• Assist with committee work including, taking meeting minutes and posting committee meeting agendas, minutes, and other documents on Net Forum.

Setting up meetings including reserving rooms and amenities, coordinating with presenting agencies, and ordering food.

• Public Relations - assist with updating collateral materials (brochures and flyers), assist with keeping websites updated, assist with monthly reports to CFO, deal with members, vendors, stakeholders, and others.
• Semi-annual review and adjustment of open PO’s with Project Managers.
• Meet with billing staff to reconcile Costpoint project balances to the funders electronic system, and work with billing and program staff to resolve discrepancies.
• Fleet Management - Assist with insurance.
• Assist with Disadvantaged Business Plan (DBE) semi-annual reports data gathering and triennial program and plan updates.
• Other administrative duties as needed.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES :

• Ability to coordinate and work closely with all stakeholders to help ensure efficient and compliant execution of contracts and awards.
• Ability to solve problems and achieve targeted goals.
• Ability to work both independently and as a team player with minimal supervision.
• Ability to multitask, work in a fast-paced environment, often with short notice to meet deadlines.

EMPLOYMENT STANDARDS :

• Associate Degree in a business-related field is preferred.
• At least two years’ experience working in an office environment.
• Experience with CostPoint, Net Forum, MS Office, and website software preferred.
• Experience in Deltek CostPoint is a major plus.
• Team player with excellent interpersonal and communication skills.

CERTIFICATES AND LICENSES REQUIRED : None.

NECESSARY SPECIAL REQUIREMENTS : Position requires the successful completion of a background check as a condition of hiring and periodically thereafter, as determined by the department head.

An applicant or employee may be required to submit a request for a criminal history record check and / or credit check to the department head.

SALARY RANGE DOQ : $53,266.22 $77,396.36

MWCOG is an EEO employer.

If you are ready to apply, please click HERE .

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