Administrative Specialist 1 (Hourly)

Hourly Administrative Specialist 1

Under the direct supervision of a Contract Management Specialist 2, the candidate will perform various administrative tasks required of the Agency’s Procurement group.

Duties to include, but not be limited to:

• Assist with the review and processing of Budget-approved purchase requests while following state purchasing priority requirements to obtain any necessary quotes;
• When directed, research Preferred Source, Centralized Contract, and open market vendor products or services & solutions that could satisfy an agency-identified form, function, and utility, and present the findings for consideration;
• Help develop and maintain procurement record documents to support each procurement/purchase;
• File documents in the agency’s secure Purchasing electronic filing location for easy access for future purchase/payment questions or audit;
• Assist with entering information into the Statewide Financial System (SFS) to generate requisitions and Purchase Orders for vendors.

Request PO Change Notices in FileNet when directed;

• Provide good customer service and support to agency program and budget staff, other agencies, and vendors that have issues, questions, requests, need assistance or guidance, etc; which may occur in-person, over the phone, or via email;
• Monitor a shared Purchasing email box for items requiring attention to ensure communication is timely and effective;
• Attend meetings regarding Procurement/Purchasing status, specific projects, and Agency finance matters as directed;
• Take trainings and attend forums/meetings that will add to general overall knowledge of the agency, the State, and the work specific to Procurement; and
• Other procurement projects/special requests as assigned.

Minimum Qualifications

**Successful completion of the two-year traineeship leads to appointment as an Administrative Specialist 1 (hourly), equated SG-18.

Minimum Qualifications: Administrative Specialist Trainee 1: four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist Trainee 2: Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist 1 (hourly), equated SG-18: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.

An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.