Job Description

Job Posting Title

Part-time/Temporary Purchasing & Administrative Specialist

Agency

740 STATE TREASURER

Supervisory Organization

Office of the State Treasurer

Job Posting End Date (Continuous if Blank)

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Part time

Job Type

Temporary

Compensation

Hourly Rate: $20.00 (Bi-weekly Pay Periods)

* This position requires an in-office obligation of twenty (20) hours weekly.

Job Description

About The Job:

The Oklahoma State Treasurer is seeking a proven detail-oriented and hard-working individual to fill the position of Part-time/Temporary Purchasing & Administrative Specialist. This position works under the general direction of the Deputy Treasurer of Operations and facilitates the efficient functioning of the office through a range of purchasing, procurement, financial, administrative, and clerical tasks for agency staff.

General Function:

The Part-time/Temporary Purchasing & Administrative Specialist works alongside the Purchasing & Administrative Coordinator to maintain State of Oklahoma equipment inventory, coordinates with internal and external customers, maintains contract file documentation and is responsible for purchasing a variety of materials, furniture, equipment, supplies, and a variety of office services for the Office of the State Treasurer. This position reports to the Deputy Treasurer for Operations.

Benefits:

Part-time/Temporary employees are not eligible for any health or retirement benefits.

Physical Demands and Work Environment:

Work is typically performed in an office setting with a climate-controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to communicate, move about inside the office, make 10-key entries, and utilize a keyboard.  This position requires long periods of remaining in a stationary position and daily use of a computer and phone.

Essential Functions:

The functions within this job family will vary but may include the following:

• Prepares requests for requisitions, obtains purchasing information, review invoices, obtain approvals and follows up on work results as necessary.

• May serve as an agency purchase card (credit card) holder as required.

• Maintains purchasing records for the Office of the State Treasurer.

• Assists with inventory management.

• Maintains agency and associated program records, participation agreements and contract renewals.

• Maintains records for retention, protection, retrieval, transfer, and disposal of records in accordance with Oklahoma law.

• Prepares mail and parcels for mailing as required.

• and follow up on requests or discrepancies.

• Prepare, compile, and sort documents for data entry.

• Verify data and correct data where necessary.

• Manages information using data processing equipment.

• Enter data from source documents into prescribed databases, files, and forms.

• Stores/saves completed documents in designated physical and network drive locations.

• Print and or image information when required.

• Comply with state and agency data integrity and security policies.

• Work with management to determine prioritization of workload and assignments.

• Other duties as assigned.

Complexity Of Knowledge, Skills, and Abilities:

Knowledge of

• General accounting & bookkeeping principles, theories, financial statements and reports, accounting ledgers, and journals is preferred.

• Intermediate or higher proficiency in Microsoft Office Suite products, particularly Excel.

• Key internal control concepts such as segregation of duties, physical control, and independent verification.

• Analytical skills to identify anomalies, find the source of issues, and propose corrective actions.

Skills in

• Accounting, auditing, and/or bookkeeping experience are preferred.

• Working effectively in an independent environment while participating, communicating, and assisting other staff.

• Expressing ideas clearly and concisely, both orally and in writing.

• Establishing and maintaining effective working relationships with other employees, and the public.

• Use of computers in reviewing, analyzing, and calculating.

• Excellent written and oral communication.

• Customer service.

• Maintaining a professional demeanor in all situations.

Ability to

• Use good judgment and critical thinking.

• Analyze data to identify trends and anomalies.

• Read, interpret, and apply various rules and purchase orders.

• Be proficient with PC office software, Microsoft Suite, desktop tools, & data entry.

• Demonstrate strong analytical interpersonal, problem solving, & time management skills.

• Be detail oriented.

• Organize and present facts and opinions clearly and concisely; to conduct multiple projects at once.

• Demonstrate ethical behavior, support the agency mission, vision, standards, policies, procedures, confidentiality standards, and work effectively in an independent or team environment with moderate oversight.

Education and Experience Requirements:

• Completion of an Associate's degree in a related field.

• 2-years of qualifying directly relatable purchasing and procurement experience.

• Preference will be given to applicants who possess considerable knowledge of State purchasing laws and regulations OR an Oklahoma Certified Procurement Officer (CPO) certification that is in good standing.

Special Requirements:

• Core working hours are Monday through Friday, 08:00 am to 5:00pm.

• This position requires an in-office obligation of twenty (20) hours weekly.

• This position is at-will and FLSA Non-Exempt.

• This position does not currently offer tele-work opportunities.

Additional Requirements:

• If education, certification, or license is required to meet qualifications, applicants must provide documentation with application.

• All applicants must be legally authorized to work in the United States.

• This job description is not designed to cover nor contain a comprehensive listing of activities, duties or responsibilities that are required of the applicant selected for this job. Duties, responsibilities, and activities may change at any time with or without notice based upon agency and divisional needs.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.