What are the responsibilities and job description for the Administrative Coordinator (5), Purchasing - Grade 7 - $47,174.40 ~ $61,297.60 ~ $75,441.60 position at Delaware River Port Authority Police Department?
This position will be posted from March 10, 2025 to March 21, 2025 by 4:00pm.
Must be able to pass a drug and alcohol test and a background check.
DRPA and PATCO are subject to federal law, under which marijuana continues to be illegal.
Must be able to pass a proficiency examination that addresses all of the required knowledge.
Please check your spam or clutter for any emails regarding this selection process.
Basic Purpose Of Position
Collaborates with Purchasing Team, internal clients, and outside vendors to assist in the facilitation of DRPA’s purchasing process. Supports Purchasing Team by running monthly procurement reports and assisting in Vendor Registration and Vendor Management in SAP ARIBA.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the duties, responsibilities, knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Authority will adhere to all applicable laws and regulations in assessing an employee's ability to carry out or otherwise meet the job requirements set forth herein in a satisfactory manner.
Major Responsibilities And Duties
DESCRIPTION OF TASK
Receives mail and delivers to department personnel.
Enters departmental requisitions and storeroom reservations in ERP.
Assists with maintaining the Purchasing Department’s e.net web site and keeping the site up to date.
Communicates and collaborates with Purchasing Team, Accounts Payable and other internal clients and outside vendors to obtain information and resolve problems related to purchase orders.
Prepares and runs DRPA & PATCO Monthly Purchasing Reports in ERP to support Purchasing Manager, DRPA Purchasing Agent & PATCO Purchasing Agent.
Responsible for updating and submitting monthly Board Lists for DRPA and PATCO to Purchasing Manager for review.
Responsible for running ad-hoc reports in SAP and SAP Ariba.
Coordinates and arranges meetings, conferences; reserves and prepares facilities; record and transcribes minutes of meetings.
Monitors, maintains, and orders inventory of office supplies, letterhead, forms, and materials necessary for the operation of the department. Arranges for equipment maintenance.
Serves as Time Administrator for DRPA Purchasing, DRPA Central Storeroom, PATCO Purchasing, PATCO Storeroom, and Contract Administration. Responsible for ensuring all time is accurately entered in SAP for all procurement and storeroom business units.
Responsible for maintaining the vendors@drpa.org inbox and responding to queries from outside vendors and internal clients.
Assists in creation, maintenance and updating of supplier registrations, catalogs, and profiles in SAP Ariba platform. Assists in onboarding new suppliers and vendors into database. Receives and documents questions and issues from suppliers related to SAP Ariba and responds in a timely manner.
Prepares auctions for surplus or obsolete items to be posted on a third-party auction site for possible sale.
Provides administrative support for entire Purchasing Department.
Assists in creating and maintaining departmental SOPs.
Responsible for maintaining files for purchasing related documents.
Assist in maintaining a safe and secure work environment by participating in required training, recognizing and reporting hazards and suspicious activity, and using all required personal protective equipment.
Perform Other Related Duties As Required And Assigned.
Core Value Competencies
Safety: We promote safety in all we do. Our commitment to the safety of our customers and employees is paramount.
Integrity: We are committed to the highest level of ethical conduct, personally and corporately. We accomplish this by being open and honest, and by meeting our commitments to each other, our customers and our region.
Customer Service: We deliver the best, highest quality service to our customers because they are our primary concern. We provide quality service by focusing on both internal and external customers.
Quality: We value and recognize quality performance and strive for the highest quality in all we do. We accomplish this by monitoring our work, systems and processes and taking action to ensure that they meet or exceed standards.
Teamwork: We work as a team. We encourage our employees to develop and contribute their talents cooperatively. When one of us succeeds, we all succeed. Effective teamwork includes working cooperatively with others as part of a team- as opposed to working individually or competitively- to accomplish shared objectives.
Communication: We encourage communication in and between all parts of our Authority because we believe the free exchange of information is vital to unity, effectiveness and service among our employees, and to our customers and the region we serve. We are committed to delivering clear, effective communications and taking responsibility for understanding others.
Innovation: We are leaders in finding new approaches and encouraging new ideas. We welcome the exchange of new ideas to improve the Authority. We foster and initiate new ideas, methods and solutions to support the mission and objectives of the Authority.
Dependability & Accountability: We can be relied upon to do the work that's required every time. We are consistently at work and on time, ensuring that work responsibilities are covered and expected results are achieved.
Self-Development: We take steps to ensure continued learning and professional growth.
Problem-Solving: We accurately assess problems and effectively and efficiently arrive at excellent solutions.
Supervisory Responsibilities
This job has no supervisory responsibilities.
EDUCATION/TRAINING
Required
ENVIRONMENTAL WORKING CONDITIONS
How Often: (check the appropriate box)
Occasionally = Less than 1/3 of the time
Frequently = From 1/3 to 2/3 of the time
Constantly = More than 2/3 of the time
How much exposure to the following environmental conditions does this job require?
None
Occas
Freq
Const
x
Normal office situation
x
Wet or humid conditions (non-weather)
x
Work near moving mechanical parts
x
Work in high, precarious places
x
Fumes or airborne particles
x
Toxic or caustic chemicals
x
Outdoor weather conditions
x
Extreme cold (non-weather)
x
Extreme heat (non-weather)
x
Risk of electrical shock
x
Risk of radiation
Select the level of noise that is typical in the work environment for this job.
x
Very Quiet Conditions
x
Quiet Conditions
x
Moderate Noise
x
Loud Noise
x
Very Loud Noise
PHYSICAL EFFORT
How much on-the-job time is spent performing the following physical activities?
None
Occas
Freq
Const
x
Stand
x
Walk
x
Sit
x
Stoop, kneel, crouch or crawl
x
Climb or balance
x
Reaching by extending hand(s) and/or arm(s) in any direction
x
Uses hands to finger, handle, or feel
x
Talk or good hearing
x
Taste or smell substances worked with on the job
Does this job require that weight be lifted or force be exerted? If so, how much and how often?
x
Lifts weight or exerts force up to 10 pounds
x
Lifts weight or exerts force of 11 to 25 pounds
x
Lifts weight or exerts force of 26 to 50 pounds
x
Lifts weight or exerts force of 51 to 100 pounds
x
Lifts weight or exerts force more than 100 pounds
Select the specific vision requirements of this job.
x
Close vision
x
Distance vision
x
Peripheral vision
x
Depth perception
x
Ability to adjust focus
Note: The above statements are intended to describe the general nature and level of work being performed by associates within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of associates assigned to this job.
Must be able to pass a drug and alcohol test and a background check.
DRPA and PATCO are subject to federal law, under which marijuana continues to be illegal.
Must be able to pass a proficiency examination that addresses all of the required knowledge.
Please check your spam or clutter for any emails regarding this selection process.
Basic Purpose Of Position
Collaborates with Purchasing Team, internal clients, and outside vendors to assist in the facilitation of DRPA’s purchasing process. Supports Purchasing Team by running monthly procurement reports and assisting in Vendor Registration and Vendor Management in SAP ARIBA.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the duties, responsibilities, knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Authority will adhere to all applicable laws and regulations in assessing an employee's ability to carry out or otherwise meet the job requirements set forth herein in a satisfactory manner.
Major Responsibilities And Duties
DESCRIPTION OF TASK
Receives mail and delivers to department personnel.
Enters departmental requisitions and storeroom reservations in ERP.
Assists with maintaining the Purchasing Department’s e.net web site and keeping the site up to date.
Communicates and collaborates with Purchasing Team, Accounts Payable and other internal clients and outside vendors to obtain information and resolve problems related to purchase orders.
Prepares and runs DRPA & PATCO Monthly Purchasing Reports in ERP to support Purchasing Manager, DRPA Purchasing Agent & PATCO Purchasing Agent.
Responsible for updating and submitting monthly Board Lists for DRPA and PATCO to Purchasing Manager for review.
Responsible for running ad-hoc reports in SAP and SAP Ariba.
Coordinates and arranges meetings, conferences; reserves and prepares facilities; record and transcribes minutes of meetings.
Monitors, maintains, and orders inventory of office supplies, letterhead, forms, and materials necessary for the operation of the department. Arranges for equipment maintenance.
Serves as Time Administrator for DRPA Purchasing, DRPA Central Storeroom, PATCO Purchasing, PATCO Storeroom, and Contract Administration. Responsible for ensuring all time is accurately entered in SAP for all procurement and storeroom business units.
Responsible for maintaining the vendors@drpa.org inbox and responding to queries from outside vendors and internal clients.
Assists in creation, maintenance and updating of supplier registrations, catalogs, and profiles in SAP Ariba platform. Assists in onboarding new suppliers and vendors into database. Receives and documents questions and issues from suppliers related to SAP Ariba and responds in a timely manner.
Prepares auctions for surplus or obsolete items to be posted on a third-party auction site for possible sale.
Provides administrative support for entire Purchasing Department.
Assists in creating and maintaining departmental SOPs.
Responsible for maintaining files for purchasing related documents.
Assist in maintaining a safe and secure work environment by participating in required training, recognizing and reporting hazards and suspicious activity, and using all required personal protective equipment.
Perform Other Related Duties As Required And Assigned.
Core Value Competencies
Safety: We promote safety in all we do. Our commitment to the safety of our customers and employees is paramount.
Integrity: We are committed to the highest level of ethical conduct, personally and corporately. We accomplish this by being open and honest, and by meeting our commitments to each other, our customers and our region.
Customer Service: We deliver the best, highest quality service to our customers because they are our primary concern. We provide quality service by focusing on both internal and external customers.
Quality: We value and recognize quality performance and strive for the highest quality in all we do. We accomplish this by monitoring our work, systems and processes and taking action to ensure that they meet or exceed standards.
Teamwork: We work as a team. We encourage our employees to develop and contribute their talents cooperatively. When one of us succeeds, we all succeed. Effective teamwork includes working cooperatively with others as part of a team- as opposed to working individually or competitively- to accomplish shared objectives.
Communication: We encourage communication in and between all parts of our Authority because we believe the free exchange of information is vital to unity, effectiveness and service among our employees, and to our customers and the region we serve. We are committed to delivering clear, effective communications and taking responsibility for understanding others.
Innovation: We are leaders in finding new approaches and encouraging new ideas. We welcome the exchange of new ideas to improve the Authority. We foster and initiate new ideas, methods and solutions to support the mission and objectives of the Authority.
Dependability & Accountability: We can be relied upon to do the work that's required every time. We are consistently at work and on time, ensuring that work responsibilities are covered and expected results are achieved.
Self-Development: We take steps to ensure continued learning and professional growth.
Problem-Solving: We accurately assess problems and effectively and efficiently arrive at excellent solutions.
Supervisory Responsibilities
This job has no supervisory responsibilities.
EDUCATION/TRAINING
Required
- High school diploma or general education degree (GED).
- At least 3 years of experience performing clerical work in an office environment.
- Proficiency in Microsoft Office 365, including but not limited to Outlook, Word, and Excel.
- Experience utilizing strong verbal, written, and presentation communication skills
ENVIRONMENTAL WORKING CONDITIONS
How Often: (check the appropriate box)
Occasionally = Less than 1/3 of the time
Frequently = From 1/3 to 2/3 of the time
Constantly = More than 2/3 of the time
How much exposure to the following environmental conditions does this job require?
None
Occas
Freq
Const
x
Normal office situation
x
Wet or humid conditions (non-weather)
x
Work near moving mechanical parts
x
Work in high, precarious places
x
Fumes or airborne particles
x
Toxic or caustic chemicals
x
Outdoor weather conditions
x
Extreme cold (non-weather)
x
Extreme heat (non-weather)
x
Risk of electrical shock
x
Risk of radiation
Select the level of noise that is typical in the work environment for this job.
x
Very Quiet Conditions
x
Quiet Conditions
x
Moderate Noise
x
Loud Noise
x
Very Loud Noise
PHYSICAL EFFORT
How much on-the-job time is spent performing the following physical activities?
None
Occas
Freq
Const
x
Stand
x
Walk
x
Sit
x
Stoop, kneel, crouch or crawl
x
Climb or balance
x
Reaching by extending hand(s) and/or arm(s) in any direction
x
Uses hands to finger, handle, or feel
x
Talk or good hearing
x
Taste or smell substances worked with on the job
Does this job require that weight be lifted or force be exerted? If so, how much and how often?
x
Lifts weight or exerts force up to 10 pounds
x
Lifts weight or exerts force of 11 to 25 pounds
x
Lifts weight or exerts force of 26 to 50 pounds
x
Lifts weight or exerts force of 51 to 100 pounds
x
Lifts weight or exerts force more than 100 pounds
Select the specific vision requirements of this job.
x
Close vision
x
Distance vision
x
Peripheral vision
x
Depth perception
x
Ability to adjust focus
Note: The above statements are intended to describe the general nature and level of work being performed by associates within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of associates assigned to this job.
Salary : $61,298 - $75,442
