Procurement Assistant III

Virginia Beach Public School • Virginia Beach, VA

383d • $22 - $32

About The Position

Under the leadership of the Director of Procurement Services, the position is responsible for monitoring and assisting with contract renewals, reviewing requisitions, posting bids, and requests for proposals (RFPs). Additionally, the position involves assisting with supplier management including overseeing new supplier registrations, processing entry-level procurements, maintaining the office's SharePoint site, troubleshooting systems, and maintaining accurate records to ensure efficient procurement operations in compliance with policies and regulations.

Requirements

• High School Diploma or GED and considerable computer application experience.
• Understanding of procurement laws and procedures.
• Familiarity with fundamental procurement concepts such as sourcing, supplier management, and contract negotiation.
• Ability to communicate effectively, both verbally and in writing, with internal stakeholders and external suppliers.
• Ability to work independently and under pressure.
• Ability to prepare and maintain computerized records and systems.
• Ability to establish and follow detailed work procedures.
• Ability to manage multiple tasks simultaneously, prioritizing workload, and meeting deadlines in a fast-paced procurement environment.
• Excellent computer skills, including Excel, PowerPoint, Teams, SharePoint, Word, One Note, and specialized applications such as ORACLE Cloud, Adobe Acrobat Sign and My COI.

Nice To Haves

• Associate degree and/or two (2) years of governmental procurement experience.

Responsibilities

• Review and update documentation relative to procurement and office procedures.
• Review all requisitions for completeness and accuracy and assign them to the appropriate procurement specialist.
• Monitor and assist in the contract renewal process.
• Responsible for bid and request for proposal (RFP) postings on the state's procurement site (eVA).
• Serve as Amazon Prime Administrator, managing all setup, submitting new users, and approval, and curating all goods; re-source with contracted suppliers to place the order.
• Process all certificates of insurance and maintain compliance.
• Perform entry-level procurements of goods and services; support specialists as needed.
• Review, file, and post all sole source procurements electronically; provide training as needed.
• Review and assist with compiling the annual spending data for Small, Women-owned, and Minority-owned Business (SWaM) reporting.
• Review, approve, and register new suppliers in Oracle Cloud; provide internal and external support to users and provide training as needed.
• Triage incoming contracts for completeness; responsible for assisting with the routing of contracts to include training on electronic signature software.
• Troubleshoot and test all aspects of the supplier database as it relates to the quarterly patches; assist with quarterly testing of all other aspects of the procurement system.
• Submit service tickets relative to office equipment repair and maintenance.
• Monitor, review, and assign all procurement-related service cloud tickets.
• Assist the Director in preparing the Office of Procurement Services annual budget documents.
• Prepare and maintain an internal budget spreadsheet and run Crystal Reports for the office; Track budget expenditures and prepare all annual budget documents for the Office of Procurement Services.
• Responsible for acting as the first point of contact for walk-ins and answering supplier-related calls.
• Review and disseminate the weekly principal packet memos electronically.
• Perform department P-card reconciliation and processing of all department requisitions, receipts, and payment requests.
• Serve as the designated timekeeper responsible for the accurate entry and submission of employees' work hours and leave.
• Coordinate travel arrangements, including booking transportation and accommodations, ensuring compliance with division policies and regulations, and processing all subsequent employee reimbursements.
• Manage and update the Office of Procurement Services' SharePoint website site, ensuring that all information is up to date.
• Maintain and update all templates, including Bids, RFPs, Checklists, and Contracts, to ensure compliance with VPPA and School Board Policy.
• Responsible for running various reports, including daily work reports, to ensure timely responses.
• Coordinate and promptly respond to Freedom of Information Act (FOIA) requests.
• Keep abreast of the latest developments and innovations in technology processes, changes, and software upgrades.
• Perform related work as required.

Benefits

• Health insurance
• Paid life insurance
• Paid sick/annual leave
• Tuition reimbursement
• Professional development
• Membership in the Virginia Retirement System

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees