Administrative Assistant

Position Summary

This position reports directly to the Purchasing Manager and is responsible for providing administrative support to the Purchasing Department staff by performing customer service, administrative, and clerical duties.

To apply: Click the "Apply" link located above the position description, log-in and follow the instructions provided.

Questions regarding this position can be directed to Randa Hamid at Randa.Hamid@mspmac.org or 612.713.8726.

Applications will be accepted until3:00 p.m. on Monday, July 8, 2024.

MAC complies with the Americans with Disabilities Act. If an accommodation is required for you to participate in the application process because of a disability, please contact Tekia Jefferson at 612-726-8196 orTekia.Jefferson@mspmac.org.

MAC is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, gender, age, nationality, or disability.

Position Description

JOB DUTIES

• Provides day to day support to the Senior Buyer/Facilities Administrator by performing administrative duties and projects, as assigned, including reviewing requisitions, developing solicitation documents, generating purchase orders, etc.

• Works with purchasing software systems such as, JD Edwards Enterprise One, Microsoft Office and online banking software for commercial purchasing card administration.

• Serves as MAC's primary surplus sales including posting the solicitation, reviewing bids received, collecting/coordinating payments, and dispensing items to winning bid/customer.

• Serves as the main point of contact for training end users on Requisition Self-Service (RSS) entries, contacting end users on expiring blanket orders, comparisons of budgets and blanket PO dollar amounts, and adjusting purchase orders to allow for payment of invoices by AP/Finance.

• Assists vendors with purchasing inquiries such as emailing copies of purchase orders and change orders.

• Serves as backup for E1 Vendor Address Book.

• Serves as backup for MAC's Purchasing Card program.

• Assists staff with the development of solicitation documents along with posting of bids and proposals on the internet and maintaining currency of the department's SharePoint site.

• Maintains the master blanket order spreadsheet regarding renewals, new orders, insurance certificates, etc.

• Serves as a backup resource to the General Office Front Desk.

Position Requirements

Individual Contributor (IC) Competencies

• Customer Focus

• Building strong customer relationships and delivering customer-centric solutions

• Decision Quality

• Making good and timely decisions that keep the organization moving forward

• Action Oriented

• Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm

• Optimizes Work Processes

• Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement

• Ensures Accountability

• Holding self and others accountable to meet commitments

• Collaborates

• Building partnerships and working collaboratively with others to meet shared objectives

• Values Differences

• Recognizing the value that different perspectives and cultures bring to an organization

• Communicates Effectively

• Developing and delivering multi-mode communications that convey a clear understanding of unique needs of different audiences

• Courage

• Stepping up to address difficult issues, saying what needs to be said

• Instills Trust

• Gaining the confidence and trust of others through honesty, integrity, and authenticity

• Self-Development

• Actively seeking new ways to grow and be challenged using both formal and informal development channels

• Situational Adaptability

• Adapting approach and demeanor in real time to match the shifting demands of different situations

MINIMUM REQUIREMENTS

• High school diploma or equivalent

• Three years of experience in an administrative support role where the primary duties included: answering phones, responding to customer inquiries/requests, maintaining an electronic database and providing departmental support.

• Strong organizational skills.

• Intermediate skill level using Microsoft Word, Excel and Outlook.

• Excellent customer service skills.

• Excellent written, verbal and interpersonal communication skills.

• Attention to detail, proficient spelling, grammar, and proofreading skills

• Valid state-issued driver's license

• Reliable vehicle to commute between job sites

DESIRABLE REQUIREMENTS

• Advanced skill level using Microsoft Excel

• Two-year post-secondary education

• Experience using JD Edwards Enterprise One software

• Previous work experience supporting or working in a purchasing department

• Experience with administrative and technical support of surplus sales in a government agency or corporate level.

• Experience training or presenting to small groups.