Procurement / Purchasing Assistant I,II,III

Ahtna Facility Services Inc - West Sacramento, CA (30+ days ago)3.9


Responsible in assisting the management staff in completion and follow through of operation and administrative processes and issues relating to projects, travel and office management. Perform various clerical and administrative tasks, such as filing, typing, data entry, correspondence and other duties as assigned. Responsible for accounts payables/receivables and general procurement duties. Provides project and administrative support to facilitate the planning, coordinating, scheduling, and cost accounting of Federal/Private construction and environmental remediation contracts to ensure that goals/objectives of projects are accomplished within a prescribed time frame and funding parameters. Coordinate/perform administrative and logistical support services for a specific person or group (i.e. company executive, division, department, etc.).

Salary DOE
Essential Duties & Responsibilities
  • Serves as an assistant to departments, and responds to requests for information and assistance as required by the management staff and other team members.
  • Provides administrative support services including word processing; creating and maintaining both electronic and hard copy files; and assisting in preparing special materials for presentations and ensures that administrative needs for projects are met in a timely manner.
  • Manages, monitors, purchases, organizes, and maintains appropriate inventory level of office supplies.
  • Drafts and edits letters, reports, brochures, memos, proposals, procedures, and other various weekly, monthly, quarterly, and annual job to date reports etc., as assigned by supervisor and other staff.
  • Assists with documentation completion and provide staff assistance on priority items and deliverables.
  • Maintains Licensing and certificates, new and renewals and maintains the files.
  • Interacts with the Human Resources Department assisting in the completion of employee documentation. Interfaces with Contracts Compliance Dept to ensure accurate contracts documentation and other support; coordinates with IT Dept to provide new hire equipment.
  • Prepare special reports, statistical analysis, etc. per supervisor's or assignees request
  • Assist with travel arrangements as needed.
  • Perform project related research, development and/or interpretation of data
  • Performs work with little supervision or instruction
  • Assist with process vendor/subcontractor invoices for payment by making comparisons to purchase order/subcontract, material receiving report to verify quantities, prices, payment terms, and freight charges
  • Review field crew time sheets for accurate project coding, labor categories, and time collection; process per diem based on contract accepted rates; and process and code weekly expense reports
  • Coordinate delivery requirements with vendor and supervisor. Interface with PMs, accounting and vendors to clarify invoice problems, prepare back charges, etc.
  • Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, timesheets/payroll, etc.) per supervisor's or assignees authorization
  • Act as a liaison between other departments and project staff, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships
  • Support new contract start-ups.
  • Assist in preparing control documents for use in reconciling one or more of the following: payroll, payables, and/or receivable transactions
  • Code accounts payables invoices.
  • Assist with coding purchase orders, subcontractor invoices, costs, quantities, and actual expenditures for input into cost collection system
  • Assist in preparing control documents for use in reconciling one or more of the following: payroll, payables, and/or receivable transactions
  • Assist in document management of files.
  • Assist in SBA Reporting.
  • Perform additional duties as assigned.
Qualification Requirements
Level - I
  • One (1) to Three (3) years of relevant working experience
  • Associates degree in Accounting, Business Administration or related discipline. Experience may be substituted for education on a 1:1 basis
Level - II
  • Three (3) to Five (5) years of relevant working experience
  • Associates degree or Bachelor’s degree in Accounting, Business Administration or related discipline. Experience may be substituted for education on a 1:1 basis
Level - III
  • Five (5) to Seven (7) years of relevant working experience
  • One (2) to three (5) years of project assistant working experience defined under this job description.
  • Bachelor’s degree in Accounting, Business Administration or related discipline. Experience may be substituted for education on a 1:1 basis
Minimum Qualifications:
  • Valid Driver’s License and proof of current automobile insurance and the ability to travel to local facilities.
  • Must possess strong time management skills.
  • Proven record of excellent internal and external customer service.
  • Strong analytical skills and attention to detail.
  • Proficiency in computer applications including Word, Excel and PowerPoint. Must be able to pass Microsoft Office Test.
  • Strong verbal, written, computer communication and organization skills.
  • Must possess working experience of DelTek software.
  • Must possess skills to read, write and comprehend English.
  • Must pass a background check and/or Govt. security clearance.
  • U.S. citizenship or U.S Permanent Resident status required.
  • Working knowledge of Alaska Native cultures.
  • Solid knowledge of general office procedures and equipment
  • Solid knowledge of converting paper data into a computerized form, keeping integrity intact
  • Working knowledge of bookkeeping tasks
  • Exceptional attention to detail with proven interpersonal skill
  • Strong organizational skills and the ability to independently prioritize workload and tasks to optimize production
  • Must be able to work with minimal supervision on day to day tasks
  • Willingness to work occasional overtime.
  • Willingness to travel occasionally.
  • Ability to communicate effectively both orally and in writing; and to present information and respond to questions from vendors, customers, management, and others.
Experience:
  • Must have the ability to manage time efficiently, work with multiple supervisors and managers, as well as maintain schedules.
  • Work requires professional written and verbal communication and interpersonal skills.
  • Experience working within a team environment and outsourced support teams.
  • Work requires willingness to work a flexible schedule.
Preferred Qualifications
Shareholder Preference
Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.

Physical Demands (Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.)
  • Must be capable of lifting up to 25 pounds.
  • May be required to stand and walk for extended periods of time.
  • May be required to push and/or pull heavy equipment.
  • Considerable sitting, reaching, stooping, kneeling and crouching may be required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable Accommodations Statement: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. To the extent practicable in a field setting, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Supervision
N/A

Work Environment
  • Generally indoors. While outdoors may be subject to various contract site conditions, confined spaces, changes in temperature, weather conditions and noise levels.