Office Facilitator II

Position Title:

Office Facilitator II

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Salary/Hourly Range: $24.12 -$41.65 /Hourly

Department: Finance

Work Location: Salt Lake City, UT

[For grant-funded positions: This position is grant funded, meaning the role is available as long as grant funding continues. If funding ends or is reduced, the position may change or end.]

Benefits

Salt Lake City Corporation offers a comprehensive benefits package primarily for full-time employees. Eligibility varies by employment status. Explore Salt Lake City employee benefits, or use our Total Compensation Calculator to estimate the overall value of pay and benefits.

Important Application Information

We want to recognize the experience you bring. Please include all education and work experience relevant to this position in your application and resume. If those don't fully capture your experience, you may attach an additional document describing your previous roles, dates of employment, hours worked, and duties.

If you are selected, we'll use this information to determine your starting pay. For eligible positions, your prior experience may also qualify you for a higher leave accrual rate under the City's Prior Service Leave Accrual Procedure.

Application Deadline

Open until filled: We encourage you to apply early. This position will remain open until filled and may close at any time without notice.

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Job Description:

Under the facilitation of the Deputy Chief Procurement Officer, serves as the central contact and expert for creating and managing suppliers. This position is responsible to onboard suppliers, verifying data including validating tax documents and legal entity information to prevent fraud. Manages contracts developed by the Purchasing and Contracts Management Division and ensures insurance certificates are obtained for all contracts. Provides independent administrative support to a division and/or department. Conducts research on policies, and practices to support operational goals.

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TYPICAL DUTIES:

Suppliers:

• Guides new suppliers through registration, data collection, and system activation. Validates tax documents (like W-9s or TINs), banking details, and legal entity information to prevent fraud. Partners with Accounts Payable team to ensure policy adherence.
• Responsible for managing the Division’s central files of completed contracts, including filing all completed contract files, uploading expired and cancelled contracts and purchase orders to City’s digital file repository system.
• Manages the renewal and expiration process for contracts handled by the Purchasing and Contracts Management Division. Initiates contract renewals and expirations by generating reports from the City’s Contract Management System based on the system renewal and expiration dates. Coordinates with the City Contract Monitors to renew the contract or initiate a new project to replace the contract through a solicitation or other approved process.
• Uses the City’s Contract Management System to manage the database of certificates of insurance and other contractor verifications required for contracts developed by the Purchasing and Contracts Management Division and is responsible for obtaining new certificates of insurance from the contractors for all certificates and verifications that expire during the terms of their contracts. Works closely with the City Risk Manager to ensure that contractor’s insurance is in compliance with City’s requirements.
• Manages the Contract Project Tracking process that tracks the status of contracts being developed. Designs and prepares statistical charts, graphs, and reports which measure the goal achievement and tracks processing of solicitations, contracts and amendments by the Purchasing and Contracts Management Division.
• Serves as initial telephone contact for general telephone calls to the Division, answering contract-related questions and resolving issues, whenever possible, and, if unable to help them, forwarding the caller to someone who can help.
• Sets up “pass through” contracts developed by the Attorney’s Office or other departments in the City’s Contract Management System and helps coordinate final routing and signature of such contracts, as necessary.
• As needed, performs duties of administrative support for department or division head.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• Graduation from high school or equivalent and six (6) years of experience in administrative support, project management, and data management.  Experience must include at least two (2) years of experience involving data analysis, financial tracking, or related technical support functions.. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis. Related subjects may include but are not limited to: Office or business administration, public administration, finance, accounting, data analytics, communications, computer science, and community or public relations.
• Demonstrated ability to organize work, relate well with all internal and external customers, and function as an effective team member.
• Strong interpersonal and communication skills. .
• Proficiency in Microsoft Office Suite (including Excel, Word, and Outlook), with a working knowledge of report design, data entry and management, and spreadsheet analysis.
• May require valid driver's license or driving privilege card, depending on assignment.               

WORKING CONDITIONS:

• Light physical effort. Handling of light weights and pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with constant monitoring of computer video display screens.
• Intermittent exposure to stress as a result of human behavior.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

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Full Time/Part Time:

Full time

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Scheduled Hours:

40