Working Title: Office & Administrative Specialist Intermediate - Procurement Assistant

Job Class: Office and Administrative Specialist, Intermediate

Agency: Minnesota State

• Job ID : 76608

• Location : Rosemount

• Telework Eligible : To be discussed at time of hire

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 05/13/2024

• Closing Date : 05/28/2024

• Hiring Agency/Seniority Unit : MN St Colleges & Universities / Dakota County TC-AFSCME

• Division/Unit : MnSCU Dakota County TC / MnSCU Dakota Cty TC Classified

• Appointment Type : Unlimited, Full-time

• Work Shift/Work Hours : Day Shift; 8:00am - 4:30pm

• Days of Work : Monday - Friday

• Travel Required : Travel may be required between Dakota County Technical College and Inver Hills Community College

• Salary Range: $19.57 - $25.95 / hourly; $40,862 - $54,183 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Academic Affairs

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : Yes

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

This position exists to assist in the administration of Dakota County Technical College’s (DCTC) and Inver Hills Community College’s (IHCC) procurement programs to include preparing and managing purchase orders (PO's) for goods and services in Workday. This position will also create professional/technical and service contracts in Marketplace.

Responsibilities:

• Create professional/technical and service contracts in contract module of Marketplace.

• Review, analyze, and finalize purchase requisitions and purchase orders in Workday.

• Assist Academic Affairs staff at both colleges in department functionality and oversight.

• Perform other duties as assigned to create and maintain a culture of collaboration in the department and maintain the reputation of the organization as a viable business partner.

Minimum Qualifications

Knowledge of:

• Customer service practices and principles sufficient to identify each customer’s needs, meet quality standards for services, that result in customer satisfaction.

• Word processing sufficient to use software to create, format, edit, print, and save a variety of documents, including spreadsheets, tables, charts, and graphs.

Skill in:

• Database management sufficient to (1) develop and accurately enter information into a database and produce queries and reports for system use (2) develop and maintain databases and calendars for staff

• Customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.

Ability to:

• Perform administrative support work for a work unit’s expense and budget administration. Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers

• Type and keyboard a variety of documents accurately.

• Explain laws, regulations, standards, policies, and procedures to customers.

Preferred Qualifications

• Knowledge of State and Minnesota State purchasing statutes and guidelines.

• Demonstrated e-procurement software experience.

• Knowledge of US and inter-campus mail regulations.

• Knowledge of contract development and deployment.

• Knowledge of the Data Privacy Act, FERPA, and other Federal laws applicable to higher education.

• Advanced administrative and clerical skills; exercise ability to set and adjust priorities and work independently; work well under pressure; manage frequent interruptions.

Physical Requirements

• Maintain a stationary position for a prolonged period of the day.

• Use a keyboard for extended periods of time which may include repetitive motion.

Additional Requirements

In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a Motor Vehicle Records check.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.