Cooperative Purchasing Bidding Assistant

JOB ASSIGNMENT:  This full-time position follows a regular Monday through Friday (37.5 hours per week) work schedule with the opportunity to telework from home and/or approved off-site locations following a hybrid schedule as approved by immediate supervisor.  In addition, face-to-face interaction with clients, meetings, trainings and on-site requirements for assigned projects at the CSIU Main office, located in Milton, PA, are required.  Certain requirements, based upon CSIU telework policy and administrative regulations, must be met.  The CSIU has the right to cancel or suspend the employee teleworking privileges at any time, for any or no reason due to the requirement of the CSIU and client needs

ORGANIZATIONAL RELATIONSHIP:  The Cooperative Bidding Assistant will report to Associate Director of Cooperative Purchasing and in their absence will report to the Director of Cooperative Purchasing.

JOB DEFINITION: The Cooperative Purchasing Bidding Assistant is responsible for assisting with coordinating cooperative purchasing services for school district members and other member agencies of the Keystone Purchasing Network, and other cooperative purchasing endeavors. The person will also support other assigned CSIU purchasing activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Assist with coordinating all cooperative purchasing activities for member districts and agencies; prepare meeting agendas, minutes, announcements, reports, etc.
2. Support the marketing effort of the cooperative purchasing programs to potential members by developing documents, scheduling meetings, making meeting arrangements, designing announcements, etc. and assist with presentation preparation and delivery.
3. Coordinate the distribution of line-item bid information, gather requests from members and compile select bid packets for distribution to vendors. Compile line-item bid information and prices from vendors for bid award. Analyze line-item bid submission and make award recommendations. Distribute select bid award information to vendors and members.
4. Prepare and distribute select ordering information and purchase lists to members after line-item bid award; gather orders from members and distribute to vendors.
5. Provide bid document and quantity cross checks for select bid categories.
6. Prepare and distribute new member packets to prospective member agencies or school districts.
7. Assist in the development and implementation of new bids, bid categories and new services to members.
8. Gather and maintain mailing lists for targeted marketing mailings to members.
9. Provide technical support for members and vendors using electronic bidding software.
10. Attend conferences and setup exhibits in order to market cooperative purchasing to potential members.
11. Compute and distribute invoices to members for services in accordance with program fee structure.
12. Assist in coordinating and marketing new programs by distributing materials to members as new programs are designed and developed.
13. Maintain and rotate bid samples as needed.
14. Establish strong and productive working relationships with other CSIU staff, managers of departments, school districts and other agencies.
15. Support systems for monitoring and analyzing of cooperative purchasing effectiveness through data gathering and report preparation.
16. Provide high quality customer service to all members as requested.
17. Assist other departments and staff in ordering furniture, equipment and supplies from various cooperative purchasing contracts.

OTHER DUTIES AND RESPONSIBILITIES:  Perform other tasks as assigned by immediate supervisor or designee.

EDUCATION, SKILLS, KNOWLEDGE AND EXPERIENCE REQUIREMENTS:  

• The minimum educational requirement is an Associate’s degree is preferred. A High School Diploma/General Education Diploma (GED) with minimum five (5) years administrative, client services or appropriate experience can be substituted for the degree requirement.
• Experience in online bidding and/or public agency contracts is preferred.
• Knowledge of purchasing and materials management required.
• Proficiency in word processing, spreadsheet, database and web-based applications. Knowledge of financial accounting preferred. This includes experience with Microsoft Word, Excel, Outlook, data entry, email and experience managing file sharing with Google Drive and other cloud storage solutions.
• Adept at using virtual meeting platforms such as Skype, Zoom and Microsoft Teams. 
• Excellent organizational and time management skills to prioritize the task based on project deadlines. And must be able to type accurately and maintain a high level of productivity.
• Excellent telephone skills and ability to communicate effectively.
• Excellent verbal and written communications skills with the ability to communicate and work effectively with colleagues, co-workers, community agency personnel, and students/trainees.
• Excellent organizational and time management skills to prioritize the task based on project deadlines. And must be able to type accurately and maintain a high level of productivity.
• Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.

ADDITIONAL ELIGIBILITY QUALIFICATIONS: 

• Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
• Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.

PHYSICAL REQUIREMENTS:  

• Sedentary: Able to sit for extended periods of time, occasional walking, standing (as necessary) and able to lift and carry up to 25 pounds.
• Dexterity: Finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.).
• Audio-Visual Requirements: Within normal range with or without correction.
• Is able to move throughout all buildings, floors and grounds.
• Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
• Mental demands: Steady response to unpredictable situations, ability to remain calm and productive during stressful situations. Demonstrates independent judgment, discretion and is able to manage multiple projects and deadlines.
• Ability to travel to various work site locations and meetings as needed.

TIME REQUIREMENTS:  

1. This is a full-time, non-exempt position following a 12-month work schedule with occasional evening and overnight travel to meetings, seminars and workshops. Additional working hours must be pre-approved by immediate supervisor.
2. Willingness to be flexible in hours, time commitments, and to incur some multiple overnight out of state travel at appropriate meetings, seminars and conferences, etc.
3. Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

1. All property, including intellectual property, materials, equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
2. The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers, programs and services and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
3. The person employed in this position must adhere to all requirements identified in the code of professionalism entitled "Ambassadors Are Professionals, Too" and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.

The position holder must be able to perform the essential job functions with or without reasonable accommodation.  It is the responsibility of the employee to inform their supervisor and the director of Human Resources of the need for any accommodations that may be required.

Salary : $22 - $25