PROCUREMENT SUPPORT ASSISTANT - 76737

Executive Service

Who we are and what we do:

The Tennessee Department of General Services is responsible for providing goods and services to the State government of Tennessee. Its primary customers are other State departments and agencies. It also serves vendors wishing to do business with the State, and citizens and organizations interested in purchasing surplus State and federal property. The Departments services include centralized procurement for State departments; management of the States real estate assets; motor vehicle and equipment management; printing, media, and photographic services; postal services; warehousing and distribution; State employee parking, badging, and shuttle services; and assistance to small businesses and businesses owned by minorities, women, and veterans. For more information about the Department of General Services please visit www.tn.gov/generalservices.

How you make a difference in this role:

The Procurement Support Assistant performs administrative support to Registered Suppliers and the Central Procurement Office; primary to the Central Procurement Offices Category Management and Sourcing Teams. Additionally, the Procurement Support Assistant will perform a wide variety of administrative duties to support procurement and contract management activities. Duties may include gathering, distributing, and communicating information; managing spreadsheets, composing correspondence, managing databases and creating presentations; and responding to a variety of department inquiries.

Job Overview:

The duties and responsibilities of the Procurement Support Assistant include, but are not limited to, the following:

• Administers organizational tasks related to accepting, validating, scanning, filing, and uploading Supplier Certificate of Insurance, Performance Bonds, Department of Revenue Registrations, Etc.
• Provides assistance to procurement professionals by performing administrative sourcing and contract management procedures in Edison; conducts bid and proposal openings; maintains all databases and logs managed by the divisions; creates presentations, reports and documents.
• Maintains electronic filing systems and ensures proper document organization for contract and sourcing activities.
• Offers customer and logistical support to internal and external stakeholders, including monitoring the shared Category email inbox, fulfilling public information requests, and serving as a liaison for gathering and distributing information.
• Provides support to suppliers with registration and bidding in the Edison Supplier Portal.
• Creates spreadsheets, composes correspondence, reports and documents requiring proficiencies in Microsoft Outlook, Word, Excel, and Power Point.
• Performs a wide variety of administrative and complex clerical support for the division; provides administrative assistance and support to other teams within the division, when necessary.
• Provide general administrative support to the Directors of Sourcing and Category Management.

Minimum Qualifications:

Completion of an Associates degree from an accredited college or university;

OR

4 years of relevant experience. Superior organization and problem-solving skills.

Excellent self-management and analytical skills.

Excellent presentation, verbal, and written communication skills.

Preferred Knowledge, Skills, and Abilities Experience within a procurement or information technology program, specifically using an enterprise procurement system (e.g. PeopleSoft) Experience with a customer service ticketing platform (e.g. Zendesk)

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.