Procurement Assistant
Washington, DC
| Employer: | The National Academy of Sciences |
| Category: | Accounting |
| Job Type: | Full Time |
Description | |
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Job Description Summary: Assists the Procurement Services and Subaward Administration Office (PSSA) in all aspects of procurement including purchasing of supplies and services. Works in a fast-paced environment to ensure compliance with corporate, sponsor and legal requirements. Performs a variety of routine procurement and financial functions in accordance with standard procedures. Reviews and reconciles credit card records to ensure conformance to budget and/or other compliance requirements. Contacts departments and/or outside agencies to resolve problems. Prepares monthly financial reports. Maintains files and records. Under general supervision, performs complex tasks requiring the consideration of multiple variables to determine proper course of action. While tasks are complex, most decision-making can be made within pre-determined approaches. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. May lead and provide functional guidance to lower level support and temporary employees. Job Description: ESSENTIAL JOB DUTIES: 1. Compiles and maintains information and records for vendor validations to include establishing vendor ID numbers for those vendors who are seeking or are already conducting business with the Academies. Responsibilities include inputting vendor data into PeopleSoft, contacting vendors to validate their contact information, checking vendors against the System for Award Management (SAM), OFAC Sanctions List, performing internet searches, updating vendor's W9 information, ACH enrollments, 1099 withholdings, DUNS numbers, NAICS codes and business classifications based on the Academies' Representations and Certifications forms. 2. Serves as credit card administrator, including managing accounts by creating, maintaining/updating, and then canceling credit cards through the bank's on-line portal. Performs monthly reconciliation of the Chief Financial Officer's (CFO) and PSSA Director's credit cards in Workday. Serves as primary contact for any troubleshooting that needs to be done. Researches issues, answers inquiries, and resolves problems. Provides monthly reports for units/departments for review and reconciliation purposes. 3. Consults catalogs and other references to obtain prices and specifications. 4. Maintains files and records of prices and deliverables. 5. Performs related administrative and clerical duties. NONESSENTIAL JOB DUTIES Related duties and special projects as assigned. JOB SPECIFICATIONS Required Knowledge, Skills, and Abilities: Basic knowledge of accounting and bookkeeping procedures and financial principles. Proficiency in Microsoft Excel. Ability to solve routine problems through selection and application of commonly used rules, procedures, and precedents. Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge. Minimum Experience: Four years of related experience. Physical Capabilities: Ability to work at a computer for extended periods of time. Required Licenses, Certification or Registration: None. Supervisory Responsibilities/Controls: Reports to Supervisor/Manager. Supervisor is available to assist in problem resolution and prioritizing work. Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations. Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $27.82- $38.25 per hour. Compensation offered to the selected candidate will be based on the candidate's relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. The National Academies' Statement on Diversity and Inclusion: We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact. We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world. Equal Opportunity Employer: It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified. Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources. The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units. Job Family: ACCT Employee Type: Employee Scheduled Weekly Hours: 37.5 City/State: Washington, District of Columbia | |