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Procurement Assistant

Location: Fort Worth, TX
Job # 11246321
Date Posted: 08-07-2018
This positions responsibilities include:
  • Process contract invoice payments, reconcile contract account balances, and make contract budget adjustments as necessary through the use of computer software programs.
  • Maintain accurate records of contract, project and/or transit program procurement transactions.
  • Maintains vendor database and records.  Updates vendor information by obtaining documents from potential vendors.  Keeps records and files as needed to maintain database for active and inactive vendors. 
  • Maintains current Insurance document file.  Obtains current insurance documents from contractors and vendors.  Reviews for current policies on file, requesting updated insurance documents when needed.  Maintains documents in database for records.
  • Reviews Solicitation database, creates and assembles procurement notebooks and solicitation records.
  • Maintains Procurement workroom for notebooks/original proposals received for formal solicitations.  Keeps and maintains workroom documentation for reviews and audits.  Maintains documents, contract files and records for the purpose of ensuring availability of documentation and compliance with established policies and regulatory guidelines.
  • Monitors and responds to procurements phone/website or email inquiries.
  • Maintains on-line catalog for office supplies, janitorial supplies and business cards through contract vendors.  Converts requisitions to orders for office supplies, janitorial supplies and business cards.  Verifies current pricing, reconciles pricing discrepancies in invoices for the contract items.
  • Scans and manages contracts and contract documents to the Contract database.   Assists in preparing standard documents, as requested, for change orders, amendments or contract modifications.  Assists with obtaining signatures for documents, routing and scanning for timeliness in obtaining required signatures.  Performs general and specific clerical functions for the purpose of supporting and ensuring efficiency in contract administration activities.
  • Reconcile monthly budget/PO account discrepancies with Accounts Payable. Prepare requisition and purchase order reports as required.
  • Performs other related duties as assigned for the purpose of ensuring efficient and effective functioning of the Procurement Department. 
  • Maintains confidentiality of information.
  • Standard office practices; correct telephone etiquette.
  • English grammar and usage, vocabulary, spelling, and punctuation.
  • Arithmetic computations involving fractions, decimals, and percentages.
  • Various filing systems.
  • Operations of business machines, e.g. copier, computer.
  • Microsoft Outlook
  • Federal regulations/Laws (FTA 4220.1F), state and Board policy.
  • JDEdwards or current ERP System
High School Graduate or General Equivalency Diploma (GED)
Any combination of experience, training and/or education that provides the required knowledge, abilities and skills will substitute for the required education

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Gyna M. Bivens
President & Executive Director
North Texas LEAD

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