Administrative Assistant II (SCA) -Military Services Group

Primary Role

Responsible for performing administrative support for Project procurement, contract compliance and operations management functions. Maintains a close and highly responsive relationship with supervisor and Project staff in carrying out day-to-day activities. Works fairly independently, receiving a minimum of detailed supervision and guidance.

Key Accountabilities

• In accordance with MSG’s Procurement Policy and Plan, identifies vendors, working with them to secure company profile information and other documents required to establish the companies in American Water’s Procurement and AP systems. Serves as a liaison with MSG Contracts Administration Department. Responsible for maintaining the on-site procurement records.
• Coordinates routine activities and communications with DPW, Government Contractors and others as requested.
• Responsible for completing receiving reports for supplies/services, comparing against purchase orders. Reviews invoices for accuracy against purchase orders and receiving reports. Resolves discrepancies.
• Tracks inventory and prepares financial, statistical, narrative and/or reports as requested.
• Assists Utility Manager in maintaining documentation of compliance with specified Prime Contract obligations.
• Assists Utility Manager in maintaining up-to-date Operating Plans that are required by Prime Contract and/or AW policy.
• Reads publications, regulations, and directives and takes action or refers those that are important in complying with AW Procurement Policy and Plan.
• As necessary, performs or assists in performing basic office administration duties such as answering the phones, filing, preparing reports, etc.
• Performs other related duties as assigned.

Knowledge/Skills

• Proficiency in MS Office Suite products, including MS Word, Excel, PowerPoint and Access.
• Ability to work independently; strong administrative and computer skills; strong interpersonal skills (tact/diplomacy, cooperation, negotiation); high level of initiative, judgment and discretion; discretion with confidential information. 
• Proper use of grammar, spelling and punctuation.
• General knowledge of procurement policies and practices.
• Broad knowledge of company operations and policies and procedures.

Experience/Education

• Any combination equivalent to: graduation from HS or GED, and five (5) plus years of administrative experience in a procurement function, three (3) of which must have included organization, coordination, and performance of duties at a responsible level.

Travel Requirements

• 5%

Other

• Champions Change – Seizes new ways of thinking and working. Articulates and leads change, energizes others with a clear, compelling picture of the future and inspires and empowers others to champion the change themselves.
• Market/Customer Focus – Identifying, understanding and meeting customer expectations both internally and externally.
• Intercultural Sensitivity – Embracing and valuing differences in everyone. This includes the commitment to work constructively and collaboratively with all people in all aspects of out business.
• Delivers Results – Delivers bottom line results through bold, decisive actions, working through risks and uncertainty to create opportunity. Continually raises standards and promotes entrepreneurial behavior.
• Strategic Focus – Looks at the big picture, thinks about the business as a whole both within its own environment and in the global marketplace and creatively identifies new horizons.
• Drives Performance – Setting clear, challenging, collaborative goals and expectations for people that are aligned with business objectives. Tracking and measuring progress, providing feedback and making adjustments as necessary.
• Sharing Knowledge and Expertise – Drives business performance by developing and contributing specific technical professional knowledge, skills and experience. Demonstrates a professional attitude.
• Influencing – The ability to articulate an objective or idea in a compelling manner, so that others are persuaded to act on its merit.
• Team Working – Is committed to working collaboratively to achieve business goals, building cohesiveness and identity within a work group, and valuing individual perspectives and contributions.
• People Development – Creates opportunities and builds shared commitment in order to develop capabilities and improve business performance through individual and team development.
• Analysis & Problem Solving – Analyses and resolves business issues through the application of critical reasoning skills and general business experience.
• Organizational Awareness – The knowledge and development of formal and informal business relationships with key stakeholders within and outside the organization that enables business objectives to be accomplished.

Work Environment

• Office

Competencies