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Position Description

POSITION TITLE: Procurement Assistant

REPORTS TO: Program Manager

OBJECTIVES: Responsible for the effective tracking, monitoring and updating both automated and manual internal data, and providing assistance to the Program Manager, Procurement Specialists, and other staff.

PROGRAM

IMPACT: This is a full time position and an important link in the successful completion of program goals for the Native Diversification Network Procurement Technical Assistance Center (NDN-PTAC). The Procurement Assistant is the primary point of contact for back-up, tracking files, and uninterrupted day to day client services. Low performance will impact program accountability and success.

DUTIES:

1. Personal & Telephone Contacts: Receives visitors and telephone calls. If required, prepares visitor Information forms for visitor badges. Responsible for answering main NDN-PTAC phone line and other phones if Program Manager or other specialists are out of the office. Ascertains purpose of call or visit, name of person calling or visiting, nature of information or other pertinent facts. Determines the urgency of call and refers to appropriate individual.

2. Mail and Other Correspondence or General E-Mail: Opens and reads incoming mail to determine proper distribution. Attaches any necessary background material to assist in determining required action. Answers general email correspondence or refers email to appropriate staff for response. Reviews all outgoing letters and other mail prepared for the signature of the Program Manager for grammar and spelling accuracy.

3. Office Supplies and Special Deliveries: Prepares & maintains a record of

Fed-Ex or other expedited deliveries. Orders all supplies for the office and if required for any satellite offices as requested by the Program Manager. Responsible for maintaining a record of all orders, associated costs and a cumulative total to date by fiscal year.

4. Check Requests: Prepares check requests for all invoices and/or requests for travel expenses for Program Manager's signature. Maintains spreadsheet with log of all check requests. Routinely follows up with Program Manager to ensure they are paid on a timely basis.

5. Credit Card Requests: Submits credit card requests to Program Manager for approval.

6. Travel Procedures: Assures all travel is processed in accordance with the NDN-PTAC Standard Operating Procedures (SOP) and Federal Travel Regulations (FTR).

a. Travel Regulations, Policies & Procedures: Responsible for keeping up to

date on the FTR, and the SOP manual regarding all travel. Notifies all personnel of changes that affect any travel and/or expense reports in writing.

b. Annual Travel Schedule: Responsible for maintaining the annual travel schedule spreadsheet, and submits updated hardcopies of the revised schedules as changes occur to the Program Manager and the Senior Procurement Specialist. On a quarterly basis, requests any changes or revisions to budgeted events from each specialist to submit to the Program Manager for review and/or approval. Schedule will contain running totals of estimated and actual expenditures for budget purposes.

c. Requests, Authorizations & Expense Reports:

1) Prepares and maintains a separate and complete travel file for each event and files by month in which travel began. Assures all associated documentation and reports are submitted in the correct format and on a timely basis. Reviews and verifies expense calculations prior to submission to Program Manager for approval.

2) Arranges airline travel, hotel reservations and/or car rentals for Program Manager and other staff upon approval of travel requests.

7. Client Screening & Official Client Files: Assists in initial client screening process by reviewing all client applications for completeness which are forwarded to or from the Procurement Specialists. Maintains a file of all applications received direct by the incumbent prior to sending to the Specialist. Prepares official client folders for the main NDN-PTAC office to include original copies of the application, tribal ID or other documentation of Native American affiliation, and the Reporting Agreement. Assures appropriate procurement specialist includes initial copies of printouts for the client located in the System of Award Management (SAM) and the Small Business Administration (SBA) Dynamic Small Business Search (DSBS). Coordinates with Procurement Specialists to assure all pertinent information is received on a timely basis. Documents any conversations or actions taken by the incumbent with clients in the PTAssist reporting system.

8. Publications/Subscriptions: Maintains publication and subscription files. Keeps current the Federal Acquisition Regulation (FAR) and the Department of Defense Acquisition Regulation Supplement (DFARS) manuals and files all changes and updates as soon as possible after receipt. Prepares check requests for all subscriptions and keeps schedule of when publications are to be renewed. Routes publications as required to all staff for review and upon return, places them in appropriate binders or files.

9. Requests for Native American Sources: Assists in performing searches for Native American suppliers as requested by the Program Manager or Procurement Specialists. Maintains a file of all requests and a list of recommended companies provided to the requester for accounting and reporting purposes.

10. Conferences & Other Events: May be required to assist in all matters pertaining to an event, such as maintaining registration information, assigning booth numbers, contacting attendees, providing information about event by email or telephone calls, addressing and mailing brochures and notices, preparing conference bags, working at registration desk during event, coordinating printing of flyers, etc, assisting in resolving seating, registration or payment issues, etc. Upon appropriate training, may also be assigned to man the NDN-PTAC exhibit booth and instruct attendees on the PTAC services.

11. Training: Maintains training schedule and documentation files for all personnel. Prepares paperwork and applications for the various APTAC certifications for the Program Manager and/or individual specialists as requested. Works with the Senior Procurement Specialist to assure training is scheduled for all personnel at the appropriate level. Maintains files of current catalogs or listings of procurement courses and related training provided by both government and private industry.

12. American Indian or Other Native American Procurement Programs: Becomes familiar with various government procurement programs specific to American Indians or other Native Americans, such as the DOD 5% Indian Incentive Program, Buy Indian Act, Indian Preference Act, FAR Part 26 procedures, etc. so as to provide general information, web sites, contacts, etc. to assist callers.

13. Standard Operating Procedures (SOP) & Employee Handbook Manuals:

Maintains the NDN-PTAC SOP and Employee Handbook and assures all personnel have received and signed for copies of each. Assures signed receipts are filed with the appropriate procedure or handbook.

14. Prepares documents and forms relative to personnel actions as requested by the Program Manager.

15. Other: May be assigned other duties as required by the Program Manager.

MINIMUM QUALIFICATIONS REQUIRED:

Education and/or Experience:

• Must possess a high school or GED diploma and a minimum of two years experience in administrative or related work. College or technical school certification in business, marketing, or related field is a plus and may be substituted for experience.

• Prior experience with government entities (federal, state, local, tribal) is preferred but not mandatory.

• Prior experience working with the Native American community is preferred but not mandatory.

Knowledge:

• Must be proficient in using personal computers and have experience in MS Word, Excel, Power Point and Access.

• Must be knowledgeable about general office administration procedures.

Abilities:

• Must be able to work independently and with minimum supervision.

Licenses Required:

• Must hold a valid driver's license.

Working Conditions/Environment:

• Office environment and conferences or other events

• Use of vehicles including rental cars, airlines, or other public transportation to conduct work, attend training, etc.

• Some local, distant and/or overnight travel may be required up to 5% of time for training, conferences, or other events.

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