Administrative Specialist Iii Enterprise Solutions
Staples, MN, United States
Job Description
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Position Title: Administrative Specialist III - Enterprise Solutions
Summary:
This position is responsible for assisting the enterprise solutions division by providing administrative, research and other related support.
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Essential Duties and Responsibilities
1. Provides administrative, research and other enterprise solutions related support.
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Assists the enterprise solutions division by starting procedures and drafting materials -
Applies knowledge of standard Sourcewell formats, terminology and citations, business English, grammar, punctuation, and spelling. -
Transcribes diverse contract purchasing documents, correspondence and memoranda and ensures that final documents are correctly formatted. -
Creates presentation documents as directed -
Creates charts, graphs, tables, and text slides -
Ensures accuracy on time-sensitive, high-profile documents -
Ensures formatting is consistent -
Establishes and maintains filing systems; classifies, sorts, and files correspondence, records, media clips and other documents -
Researches information for documents and records so that references are identified, and citations are accurate using the appropriate resources. -
Researches new contract categories, new contract purchasing embracement opportunities, interested prospective respondents, marketing venues, or any other topic as directed by the Manager of Supplier Development -
Assists Manager of Supplier Development with the capture and analysis of data related to contract awarded vendor performance -
Facilitates the administration of contract purchasing meetings by scheduling and arranging meetings; by maintaining calendars, preparing meeting materials; filing documents as directed by the Manager of Supplier Development -
Assists in engagement of outside consultants and contractors and assists with the completion of annual PSA/PSC reports pertaining to any such consultants or contractors -
Assists in the refinement of various documents related to the cooperative purchasing service line -
Maintains project files to ensure they are up-to-date and current at all times -
Collects information from interested parties in preparation for meetings -
Coordinates scheduling and calendars for meetings, calls and conferences -
Arranges meetings \xe2\x80\x93 site, refreshments/meals, technology needs, room set up and clean up -
Attends meetings as requested by the Manager of Supplier Development -
Records meeting notes and distributes appropriately -
Creates and prints materials needed for meetings (agendas, handouts, etc.) -
Runs reports and distributes information as directed -
Assembles Sourcewell contract purchasing related packets -
Completes Sourcewell required forms \xe2\x80\x93 purchase orders, travel requests, marketing material requests, legal requests, IT requests, etc. -
Other duties such as photocopying, faxing, filing, printing, mailing, scanning, etc. -
Performs other related duties as required and assigned
2. Coordinates supplier event logistics
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Researches, analyzes, determines and secures most effective event reservations -
Analyzes and determines which conference/tradeshow event services are needed; executes documentation and submits to the proper event management company -
Communicates to attending Sourcewell staff of the time and place that event services will need their presence and guidance during event setup
3. Coordinates out-state supplier event venues and related logistics
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Researches, analyzes, and determines best location for an out-state event venue (i.e. Sales Accelerator and University events) -
Requests quotes from vendors; analyzes and negotiates pricing for best value within parameters set forth -
Reviews proposed contract documents of meeting/event details to ensure they meet Sourcewell\xe2\x80\x99s needs and ensure accuracy of same -
Executes contracts and return to vendors -
Creates and maintains event and registration portal in Cvent -
Prepares pre-conference attendee lists -
Schedules planning meetings for upcoming Sales Accelerator and University events -
Schedules post-event recap meetings -
Creates recap emails and post-event surveys; distributes to attendees
4. Purchases lodging, registrations, event management services, etc. using assigned Sourcewell procurement card
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Reconciles monthly and submits for approval
5. Facilitates payment of event memberships to affiliate organizations and business partners
6. Analyzes the contract Product & Price Change process to ensure all requests for such are appropriately documented, complete and accurate
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Create and update Product & Price Change record in CRM -
Route document through DocuSign for signature, and provide executed document to Procurement Department for processing and filing
7. Maintains all Participating Addendums (PA) in CRM
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Maintains the list of states with Participating Addendums in place and ensures expired Participating Addendums are updated within CRM. -
Provides data to the procurement department as directed
8. Serves as backup other administrative specialists.
9. Other duties as assigned.
Additional :
Required Qualifications
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Associate degree in related field, AND One year of advanced clerical support experience OR -
A combination of related post-secondary and/or professional education/training and demonstrated advanced clerical support equivalent to a total of three years.
Preferred Qualifications
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Three years of advanced clerical support experience -
Advanced proficiency in Excel -
Experience with Customer Relationship Management databases (CRM) -
Experience with Office 365 and SharePoint -
Experience with Content Management System (CMS) for website -
Experience with Cvent or similar event software program
Position open until filled.
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1 position available
Salary Range:
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Grade 3, $22.45 - $29.19 per hour, commensurate with experience.
First review of applications will take place April 17th. If interested, please submit your application prior to this date to be considered.
Location:
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Non-exempt position, hybrid role. Expectations are that this person is in the office in Staples, MN 3 days per week, and working from home 2 days per week, must be located in or near our office location.
*Sourcewell is currently accepting applications from all states, except the following: California, Colorado, Connecticut, Illinois, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Oregon, Rhode Island, Vermont, and Washington. Applicants living in or planning to relocate to a state not on this list are encouraged to apply. *
Sourcewell exists to empower community success. We stand with our partners in government and education striving to recognize and honor the differences in each of our community members. We are committed to removing barriers to equity.
Values
- Seek. Be curious.
- Empower. Be accountable and liberate others.
- Impact. Be a difference maker
Full Time/Part Time: Full time
Position Type: Regular
Compensation Details: $22.45
Scheduled Hours: 40
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Job Detail
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Job IdJD4251641
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationStaples, MN, United States
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EducationNot mentioned