Support Services Specialist - Contract (Support Services) at SHELBY COUNTY GOVERNMENT

Memphis, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

01 Jul, 26

Salary

40501.5

Posted On

02 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Procurement, Administrative duties, Contract management, Data processing, Bookkeeping, Microsoft Office, Spreadsheet management, Communication, Record keeping, Compliance, Vendor relations, Invoice processing, Problem solving, Time management, Confidentiality

Industry

Government Administration

Description

Position Summary Works under general supervision to perform the administrative duties involved in the governmental procurement process in accordance with all applicable policies to include the facilitation of various solicitation by preparing procurement documents, resolutions items and contractual forms for distribution. Pay Grade: 46 Salary Commensurate with Experience and Education Minimum Qualifications * Five (5) years of clerical, bookkeeping, data processing, or statistical experience, and high school diploma or possess GED; OR * Four (4) years of clerical, bookkeeping, data processing, or statistical experience; and one (1) year of college study (30 semester hours or 36 quarter hours); OR * PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE REQUIRED. Duties and Responsibilities * Coordinates the specifications and requirements for RFPs, RFQs and sealed bids and other procurement documents for presentation by the department. * Collaborates with the County Attorney’s office to prepare and submit contracts and resolutions for presentation to the Shelby County Board of Commissioners for approval. * Develops, maintains, and updates spreadsheets to ensure the completion of all procurement activities. * Engages closely with the EOC Department to ensure approval of goal-setting requirements needed in support of contractual services. * Prepares requisitions by processing bid proposals from contractors in compliance with policies and procedures set by Purchasing, Insurance, and the EOC department. * Processes encumbrance forms, purchase orders, and other procurement documents according to policies and procedures, ensuring authorized signatures are obtained for purchasing goods and services. * Identifies purchasing and contractual concerns and collaborates with the management team to find a resolution. * Advises management and authorized vendors on procurement updates of goods and services. * Composes various correspondences and file documents as needed. * Serves as backup in processing invoices and other accounts payable documents for payment of goods and services obtained from vendors. * Oversee County parking contracts and manages parking space usage for employees; addresses and resolves parking complaints and inquiries. * Performs other related duties as assigned. KSAs * Knowledge of administrative functions, programs, policies, and procedures. * Knowledge of Shelby County program and policies and services and related federal, state, and local programs. * Ability to develop timetables, work force projections, and ability to monitor and revise as needed to meet deadlines. * Ability to use good judgment in dispensing information. * Ability to maintain confidentiality. * Ability to communicate effectively with others both verbally and in writing. * Ability to establish and maintain effective working relationships with co-workers, other county employees, service providers, outside organizations, and the public. * Proficient in Microsoft Office (Access, Excel, Outlook, PowerPoint, and Word). * Ability to organize and report information and develop presentations. Special Requirements * Must possess a valid Tennessee driver’s license or secure one by date of employment. Disclaimer This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate. Shelby County Resident Disclaimer  All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment.  The residency requirement shall not apply to certain public safety/civil service employees.  This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department.  The residency exemption for public safety/civil service employees does not include Appointed positions with Sheriff’s Office, Division of Corrections or the Fire Department.

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Responsibilities

The Support Services Specialist facilitates governmental procurement processes by preparing solicitation documents, contracts, and resolutions. They also manage administrative tasks such as processing purchase orders, overseeing parking contracts, and maintaining procurement spreadsheets.