Job title: Administrative Assistant (Procurement & Grants)
Company: City of Boston
Job description: Overview:Under administrative supervision, performs work of moderate difficulty in the purchase of a wide variety of commodities and services for the Fire Department; creates and reviews purchase requisitions, prepares specifications and purchase orders; manages bids, manages RFQs, RFPs, RFIs as requested; makes recommendations, selects vendors, coordinates with user groups and vendors and develops expertise in assigned procurements. Provides assistance to division managers and staff elsewhere in the department, including accounts payable and budget, as required. Maintain relationships with vendors, staff, and other City personnel. Prepare financial and administrative reports on procurement, grants, and other related areas. Reports directly to the Procurement & Grants Manager of the Boston Fire Department or as otherwise assigned. Responsibilities:
- Acts as contact with various divisions regarding procurement requests.
- Responsible for all PeopleSoft Financials applications processing, including the preparation and processing of purchase requisitions, purchase orders, requests for proposals (RFPs), contracts, amendments, and all other documentation as it relates to successfully executing the procurement function for the Department.
- Builds and maintains open lines of communication with all Departments and agencies in the City of Boston and the offices of the Commonwealth of Massachusetts as it relates to the Fire Department business.
- Responsible for generating and distributing various financial and management reports.
- Answers telephone and email correspondences, takes phone messages, and directs calls and emails to the appropriate individuals or agencies.
- Copies, files, fax, scans, and or email information as necessary.
- Must possess a good knowledge of MA State Procurement law as it pertains to goods and services, as well as public facilities, public works, etc.
- Performs all other duties or special projects as assigned.
Minimum Entrance Qualifications:
- Applicant must have at least three (3) years of full-time or equivalent part-time, technical, or professional experience in work of which the major duties included the procurement of materials, supplies, equipment, and/or services for a large organization such as an industrial establishment, public utility, or government units.
- Knowledge of public procurement, supplier management, and contract administration.
- Familiarity with Peoplesoft applications is preferred.
- Experience with MS Office Word, Excel, and Access preferred.
- Familiarity with Massachusetts Procurement Laws is preferred.
- Highly organized with a strong attention to detail and the ability to multitask, establish priorities, and meet deadlines.
- Exceptional interpersonal skills and willingness to work as part of a team are required.
- Excellent oral and written communication and organizational skills.
- Proficiency in Microsoft applications and Google Suite.
- Ability to exercise good judgment and focus on detail as required by the job.
BOSTON RESIDENCY REQUIREDDrug Test RequiredTerms:
Union/Salary Plan/Grade: AFSCME/RA-17
Hours per week: 35
Expected salary:
Location: Boston, MA
Job date: Fri, 21 Feb 2025 07:43:34 GMT
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