EXPECTATIONS AND NATURE OF THE POSITION

The Administrative Services Officer will be responsible for discharging a variety of administrative, professional, and supervisory duties in the Administrative Services division of the College assigned by the Vice President for Administrative Services.

Primary work activities include establishing and fostering good working relationships with manufacturers, contractors and suppliers/vendors when bidding services and purchases; contract administration of such bids and agreements to include the close supervision of the Food Services contract and approval/processing of invoices based on contractor performance; project management of in-house and out-sourced services for interior renovations projects and the procurement of furnishings; coordinating the collection of debts; supervising the Print Shop; maintaining several administrative services’ databases to ensure compliance and reporting to several different agencies; coordinating the disposal of assets with the help of Physical Resources.

PRIMARY DUTIES AND RESPONSIBILITIES FOR WHICH THIS INDIVIDUAL IS ACCOUNTABLE

1. Coordinates all bidding endeavors of the College; ensures that the approved bidding policies of the College are followed; prepares bid packets, working with faculty and staff as necessary to develop bid specifications; ensures that all advertising requirements are met; opens and analyzes bids; makes recommendations on bid awards; ensures all legal documentation is received by the College; prepares AIA contracts; provides project management; approves invoices for payment; keeps records and files as necessary.

2. Coordinates and manages interior renovation projects (carpet, paint, blinds and furnishings) with faculty and staff and facilities team; schedules work whether in-house or outsourced; monitors progress; audits and approves invoices for payment.

3. Maintains approved furniture database; assists employees with furniture needs and quotes for approvals; procures furniture; arranges for delivery; audits and approves invoices for payment.

For full job description and to apply online, please visit: 

MINIMUM QUALIFICATIONS (Knowledge, Skills, Abilities, Education and Experience)

1. Graduation from a college or university with a Bachelor’s Degree with significant course work in the areas of finance, business administration, public administration, or a related area.

2. Three years of experience in procurement or finance

3. Good knowledge of statistical and mathematical processes.

4. Working knowledge of a requisition/voucher type purchasing system.

5. Good knowledge of Microsoft Office programs such as Word, Excel, Access, Publisher, PowerPoint and the ability to use these software programs effectively and efficiently.

6. Ability to manage fiscal resources.

7. Ability to write and speak effectively.

EQUIVALENCY

For those candidates who do not exactly meet all minimum qualifications, an equivalent combination of education and experience which has provided comparable knowledge and abilities will be considered.