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ID Location Skills $$ Job Type Status
15200 Albany, NY 12232 Executive Secretaries and Administrative Assistants DOE Contract OPEN
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Subject=IIT Career Site/Resume for JobID=15200 (Executive Secretaries and Administrative Assistants) in Albany NY 12232 (SJU)

Estimated Length: 12 months Mon-Fri / 8:00 am - 4:00 pm

Requirements

Under the supervision of the Purchasing Director and/or Assistant Director, the selected candidate will perform the following including but not limited to:
• Bid clerk functions for procurement opportunities including scheduling bid dates, coordination of bid room schedule, attending formal bid openings, recording Bid Tabulations, and results verification and tabulation in Excel.
• Entry of purchase order change notices in the BSC FileNet system.
• Use of Statewide Financial System (SFS) program for contract transaction entry.
• Use of Equitable Business Opportunities (EBO) program for entry of procurement contract data and payments administration.
• Sponsorship of new vendors/suppliers into SFS.
• Entry of vendors into EBO system and maintenance of user accounts.
• Open, review, sort and distribute mail.
• Answer main telephone line and direct calls as needed to appropriate staff.
• Prepare letters, memos, and reports as assigned for review and signature.
• FOIL requests recording, tracking, and compiling records for submission to Legal.
• File management (paper) for bids, contracts, and purchase orders and P: Drive file (electronic) management and maintenance.
• Distribute notices and track mandatory training for office staff.
• Resolve day to day operational problems (i.e. phones, fax machine, printer/copier, etc.)
• Use Visitor Management System program to input visitors.
• Prepare reports using data provided i.e. maintain Purchasing contract list.

Candidate Skill Level, Experience, and Qualifications
Candidate should possess experience working for a large Government Agency and:
• Work experience in a public procurement setting is preferred
• Experience using Microsoft Excel is preferred
• Experience using Microsoft Office programs Outlook, Word, Sharepoint and Powerpoint
• Experience working in a team office environment
• Strong organizational and interpersonal skills
• Excellent communication skills (oral and written)
• Must be customer service oriented
• Attention to detail as well as the ability to handle multiple priorities and ensure deadlines are met

 

 

 
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