Job Description

Ref No.:19-00737
Location: Newark,, New Jersey

1. Reviews, monitors and updates monthly progress of Procurement Contract Activities in the Procurement Access Database to enable Contract Specialists and Procurement Management to support Client's operational needs and infrastructure requirements.
2. Designs and runs Action Queries of the Procurement Access Database to identify quantitative data to prepare statistical analyses and present key findings to Client's Board Members, Executive and Procurement Management.
3. Maintains, updates and monitors the Procurement and Contractor Pre-Qualification Databases in Access to facilitate the collection and analysis of data for the purpose of managing the department activities, identifying future procurements and analyzing staff performance and workloads.
4. Develops and analyzes Data Tables. Imports, exports and formats data in Access Tables to reduce redundancies and ensure accuracy of records. Researches and administers reports by using various report options available in Microsoft Access.
5. Develops standard measurements and criteria, which determines the effectiveness of the department and identifies areas for improvement.
6. Generates weekly, monthly, quarterly and annual Procurement Database reports and analysis for Senior Procurement and Executive management.
7. Proofreads memos, letters, contracts, change orders, reports, spreadsheets prepared by Contract Specialists for accuracy and grammar to ensure that all procurement activities are clearly documented in accordance with Client's Procurement Requirements.
8. Assists Procurement Contract Specialists in the preparation of Procurement documents for management review. Coordinates in prioritizing and expediting review and signoff of Procurement Actions by Senior Director and Chief of Procurement & Support Services.
9. Compiles, updates and maintains the status of Procurement Assignments in Excel.
10. Assists with the development of bid/proposal boilerplates for printed and web-based electronic bidding processes. Updates and maintains master Contract and Procurement templates and forms.
11. Files and maintains soft and hardcopies of Contracts and other Procurement documents. Organizes and maintains the Senior Director's files.
12. Distributes Board Items to Contract Specialists for their review, and assures accuracy of information.
13. Tracks employee time and attendance in Kronos®. Updates the Senior Director's calendar. Maintains and monitors Contract Specialists' schedules in Microsoft Outlook Calendar and other duties as assigned.
SkillRequired / DesiredAmountof Experience
Associates Degree and three+ years of experience in an administrative/analytical position. Bachelor degree may substitute for 2 years of experience. Required
Excellent grammar, written and verbal communication skills. Required
Advanced computer proficiency in Microsoft Access, Excel and Word software. Required
Familiarity with purchasing or compliance with regulatory framework. Desired


Associates Degree and three+ years of experience in an administrative/analytical position. Bachelor degree may substitute for 2 years of experience. Required

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