Position Summary
The Procurement Administrative Support Specialist provides administrative and operational support to the Procurement Office Operations and Administration Division.
This position assists the Division Manager and supports division staff responsible for the Procurement Card (P-Card) Program, procurement training, vendor engagement, and procurement business analytics and reporting.
The incumbent performs a wide range of administrative, coordination, and analytical support tasks to ensure efficient division operations, maintain program documentation, and assist with procurement-related data tracking, reporting, and communication activities.
Essential Duties and Responsibilities The duties listed below are representative of the work performed by this position and are not intended to be all-inclusive.
Administrative and Operational Support Provide administrative support to the Division Manager and staff within the Operations and Administration Division.
Coordinate and maintain division records, files, and documentation related to procurement operations.
Prepare correspondence, reports, presentations, and meeting materials.
Schedule meetings, coordinate logistics, and track action items for division initiatives.
Assist with document management, records retention, and procurement administrative processes. Procurement Card (P-Card) Program Support
Provide administrative support for the P-Card program, including maintaining cardholder records and documentation.
Assist with account creation and training for new cardholders and program participants.
Support tracking and monitoring of P-Card program compliance documentation.
Coordinate communication with cardholders and department representatives regarding program requirements. Training and Communications Support
Assist with coordination and administration of procurement training programs and workshops.
Maintain training schedules, attendance records, and training materials.
Support communication efforts related to procurement policies, procedures, and system updates.
Assist in preparing training resources, guides, and internal communications. Business Analytics and Reporting Support
Assist with compiling procurement data and preparing routine reports and dashboards.
Support data tracking related to procurement activities, program performance, and operational metrics.
Maintain spreadsheets and databases used for procurement reporting and analysis.
Assist in identifying trends and preparing summary information for management review. General Division Support
Provide cross-functional administrative support to all sections within the Operations and Administration Division.
Assist with vendor engagement activities, including coordinating communications, maintaining vendor information, and supporting outreach efforts related to procurement programs and initiatives. Respond to internal inquiries related to procurement administrative processes.
Assist with special projects and initiatives as assigned by the Division Manager.
Skills Required
Key Competencies
Organizational and time management skills
Attention to detail and accuracy
Written and verbal communication
Customer service and internal stakeholder support
Data management and reporting support
Ability to work collaboratively across teams
Skills Preferred
Experience Required
Minimum Qualifications
Two (2) years of administrative, program support, or office management experience.
Strong organizational and communication skills.
Proficiency with Microsoft Office applications, including Excel, Word, and PowerPoint.
Ability to manage multiple priorities and maintain attention to detail.
Experience Preferred
Preferred Qualifications
Experience supporting procurement, finance, or government administrative operations.
Experience supporting procurement card (P-Card) programs or financial compliance processes.
Experience with data tracking, reporting tools, or business analytics.
Familiarity with procurement systems or enterprise resource planning (ERP) systems.
Education Required
Associates degree in Business Administration, Public Administration, Finance, or a related field, or an equivalent combination of education and experience.
Education Preferred
Additional Information
This is a hybrid opportunity.
No driving or travel required.
This is a priority role that needs to be filled urgently.