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Procurement Administrative Coordinator

2 months ago

Pittsburgh, Pennsylvania, United States Housing Authority of the City of Pittsburgh Full time
Job Overview

Position Summary

The main objective of this role is to deliver administrative support to the Procurement Division. The selected candidate will be responsible for organizing and preparing reports, monitoring incoming requests, managing and maintaining filing and tracking systems, and assisting with clerical tasks for the department.

All responsibilities must align with the mission, strategic goals, and objectives of the Housing Authority of the City of Pittsburgh (HACP).

Key Responsibilities

The duties and responsibilities outlined below provide a general overview of the position. Additional tasks and skills may be required and assigned as necessary.

  • Assists with administrative and clerical functions for the Procurement Division, including receiving, logging, and distributing incoming correspondence; addressing information requests; and managing supplies.
  • Provides reception support by welcoming visitors and directing telephone inquiries using the HACP communication system.
  • Distributes procurement documents to bidders, vendors, and other stakeholders as required.
  • Handles billing and payment processing.
  • Maintains confidential files and records; aids in creating more efficient filing and record-keeping systems.
  • Develops, updates, and disseminates regular reporting tools as needed.
  • Processes contract invoices.
  • Updates insurance certificates in the database and contacts vendors to obtain new certificates.
  • Scans and indexes documents using Docu Class.
  • Performs additional duties as assigned.

Behavioral Competencies

This position requires the following behavioral skills:

Commitment: Sets high performance standards; pursues ambitious goals and works diligently to achieve them; conveys urgency and resolves issues promptly; persists in the face of challenges.

Customer Service: Exceeds the expectations of both internal and external customers; identifies and addresses the needs of customers; interacts with colleagues as valued customers.

Effective Communication: Ensures vital information is communicated clearly and effectively, both orally and in writing; listens attentively and responds appropriately to others' comments and questions.

Responsiveness and Accountability: Demonstrates a strong sense of responsibility for personal work; contributes fairly to team efforts.

Teamwork: Balances individual and team responsibilities; welcomes feedback and supports the success of the team.

Qualifications

A High School Diploma or GED equivalent is required, along with a minimum of 3 years of experience in providing support to professional staff in office, database, and systems management. An equivalent combination of education and experience may be considered. Residency in the City of Pittsburgh is required.

Technical Proficiencies

To excel in this role, the employee should possess strong computer skills (MS Word, Excel, and Gmail) and the ability to learn additional software programs as needed.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role. Reasonable accommodations may be made for individuals with disabilities.

To perform this job effectively, the employee is frequently required to remain in a stationary position. Daily activities include sitting, standing, operating computers and other office equipment, moving around the office, and attending meetings. The employee must be able to communicate effectively via email and telephone. Occasionally, the employee may need to transport items weighing up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this role. Reasonable accommodations may be made for individuals with disabilities.

This position is primarily office-based, with a moderate noise level.

Employees must have access to reliable internet service and transportation to fulfill job responsibilities across multiple HACP locations as required.

The Housing Authority of the City of Pittsburgh (HACP) is committed to providing equal employment opportunities (EEO) to all employees and applicants, prohibiting discrimination and harassment of any kind.