Paid Internship - Contracts Purchasing Assistant

Job Title: Contracts & Purchasing Assistant
Job Family: Administrative
Department/Group: Contracts
Job Code/ Req#: 1931/B14
Location: El Paso, TX
Travel Required: Some travel in WSB region (West Texas) and state.
Level/Salary Range: $18/hour
Position Type: Part-time paid Internship

This internship opportunity is only for Work Based Learning eligible participants. If you are not a participant yet, contact humanresources@borderplexjobs.com to learn how you can apply.

Workforce Solutions Borderplex is one of 28 public workforce development boards in Texas serving the six-county Borderplex region.

We are a non-profit opportunity incubator, personalizing the career path and connecting the right people to the right positions. With the tools, programs, and services we provide, we know you can do anything you put your heart into. Our organization and its initiatives have been recognized and awarded by the Texas Workforce Commission for our innovative approach to assisting employers and job seekers.

WSB serves in the spirit of community support. What we do is so important, but we don't do it alone. We serve the regional business community. Our mission is to help them grow stronger so they can create better jobs. We also prepare people to fill those jobs and achieve a sustaining and fulfilling career.
WSB exhibits a growth mindset. We seek individuals who buy into this mission and lead by example by being good stewards of our financial resources, work efficiently to stretch our resources, and support the organization and its community partners so we can collectively elevate the regional economy. Our values include transparency, innovation, accountability, research-driven, impact-driven, integrity, collaboration, and empathy. Join this high-performing team and support a thriving regional economy!

SUMMARY/OBJECTIVE
Maintains office services by organizing office operations and procedures, preparing purchase orders, controlling [DV1] incoming correspondence, designing filing systems, entering, reviewing, and approving requisitions, and other contracting and clerical functions.

Role and Responsibilities
Depending on organizational needs, may:

• Coordinate and oversee administrative duties for the office and ensure that it operates efficiently and smoothly.
• Greet visitors, manage office supplies, and support staff with administrative tasks as needed.
• Maintain the reception area, break room, Mini-Suite, and copy room.
• Manage requisitions and orders merchandise, supplies, equipment, and services in accordance with guidelines, rules, policies, and laws.
• Prepare, enter, review, and track the status of requisitions and purchase orders.
• Audit invoices to check for accuracy, receipt of material, and compliance with purchase orders.
• Prepare and review bids and purchase orders to ensure accuracy, terminology, and specifications.
• Prepare and distribute bid invitations to vendors.
• Support with procurement reports, records, and files.
• May assist with emergency purchases for the office and other departments.

Experience and Education Requirements
Some college or technical education is preferred.

KNOWLEDGE, SKILLS, ABILITIES
Must have exceptional attention to detail.

• Must be proficient with Microsoft Office.
• Ability to handle multiple projects simultaneously to meet goals and deadlines.
• Vendor management and customer service.

JOB SPECIFIC COMPETENCIES
· Attention to Detail: Ensures information is complete and accurate; follows up with others to ensure that agreements and commitments have been fulfilled.

· Data Gathering & Analysis: Seeks or collects and synthesizes information from a variety of stakeholders and sources in an objective, unbiased manner to reach a conclusion, goal, or judgment and to enable strategic and leadership decision-making.

· Problem-Solving: Identifies problems and uses logic, judgment, and data to evaluate alternatives and recommend solutions to achieve the desired organizational goal or outcome.

· Motivating others: Inspires others' commitment to their work and organizational excellence.

· Establishing Focus: Aligns personnel and other resources in a manner consistent with organizational vision and objectives.

· Planning & Prioritization: Plans and organizes work activities; manages several tasks at once.

· Adaptability: Adapts quickly to change and easily considers new approaches.

GENERAL/ORGANIZATIONAL COMPETENCIES

Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring policies and all regulatory requirements.

Customer focus: Striving for high customer satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the customer rather than our department

Communication: Balancing listening and talking, speaking, and writing clearly and accurately, influencing others, keeping others informed

Initiative: Taking ownership of our work, doing what is needed without being asked, following through

Efficiency: Planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things

Integrity/Transparency: Upholds social, ethical, and organizational norms and values; firmly adheres to codes of conduct and ethical principles; behaves consistently and is open, honest, and trustworthy; acts without consideration of personal gain.

Additional Notes
Must possess a valid driver's license and meet requirements to be included as an authorized driver on the Workforce Solutions Borderplex Commercial Package Policy as stipulated by the insurance carrier. Successful clearance of local and/or state background checks.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice based on business needs.

EEO/ADA

Workforce Solutions Borderplex provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
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