Number of Vacancies: 1

Area of Consideration: Open To The Public

Position Status: Full-Time, Regular

Pay Plan, Series & Grade: DS0058/10

Salary Range: up to $49,124

Closing Date: Open Until Filled

Location: 3100 Martin Luther King Jr SE Washington, DC 20032

Brief Description of Duties

The Administrative Specialist assists the Dean of Workforce Development and Lifelong Learning (WDLL) in handling day to day (and non-routine) financial and procurement responsibilities. Incumbent is expected to perform the majority of assigned duties with a high of independence, professionalism, initiative, and efficiency, exercising good judgment and attention to detail.

Essential Duties and Responsibilities

• In compliance with established University and District government policies and procedures, initiates, monitors, and successfully completes all approved WDLL procurement activities.
• Provides division-wide procurement activities management, coordination of workflow and ensures efficiency and accuracy of procurement needs and requests
•  Drafts and revises procurement policies related to the administrative operations and functions of the division.
• Provides procurement support to the Dean and Leadership team (and/or delegates), in conducting procurement activities such as: office/class supplies, equipment, furniture, software, technology, and other related items.
• Provides, maintains, and manages regular reporting of all pending, current, and post-procurement activities.
• Assists in the financial management of WDLL operations including monitoring budget expenditures, completing purchase requisitions, and reconciling expenditures.
• Maintains and organizes all budget documentation such as quotes, purchase orders, contracts, receipts, and invoices.
• Complies with all university and/or District procurement guidelines and policies
• Monitors the budget and ensures fiscal compliance with University and District government guidelines and approved unit-specific spending plans.
• Manages division purchase card usage ensuring all University and District processes and policies are followed related to purchase card usage.
• Coordinate division deliveries with vendors and UDC warehouse.
• Draft requests for direct payment.
• Research and verify new vendors.
• Collect and maintain essential documents for financial system entry.
• Assists in resolving vendor payment issues and ensuring vendors are paid in a timely manner.
• Manages travel for the division including travel advances and travel reimbursement in conformance with University procedures.
• Assist with the coordination of events and programming logistics such as ensuring necessary financial activities such as: space reservations, space setup, ordering promotional items, ordering event food and beverages, arranging for appropriate equipment set-up, and audio-visual needs.
• Supports and participates in division-wide mandatory activities such as open house events, etc.
• Organizational financial/procurement experience preferred
• Provides support to the department in the research, collections, and compilation of accurate internal and external information from a wide variety of courses for career pathways.
• Provides back-up assistance, when necessary, to other Career Pathways staff and programs coordinators.
• Maintains confidentiality of all financial, budget, and procurement activities and records.
• Performs other duties as assigned.

Minimum Job Requirements

• High school diploma or equivalent required. College preferred.
• Minimum of three years of administrative experience required. Financial/procurement experience preferred.  
• Achieving an acceptable score on Microsoft skills assessment, as applicable.

Information to Applicant

Collective Bargaining Unit (Union): This position is not part of the collective bargaining unit.  

Employment Benefits: Selectee will be eligible for health and life insurance, annual (vacation) and sick leave and will be covered under the University of the District of Columbia' s retirement plan (TIAA).

Equal Opportunity Employer: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

Notice of Non-Discrimination: In accordance with the D.C. Human Rights Act of 1977, as amended, D.C. Official Code, Section 2-1401.01 et. seq., (Act) the University of the District of Columbia does not discriminate on the basis of actual or perceived actual race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, marital status, personal appearance, genetic information, familial status, source of income, status as a victim of an intrafamily offense, place of residence or business,  or status as a covered veteran, as provided for and to the extent required by District and Federal statutes and regulations. Sexual harassment is a form of sex discrimination which is also prohibited by the Act.  In addition, harassment based on any of the above protected categories is prohibited by the Act.  Discrimination in violation of the Act will not be tolerated.  Violators will be subject to disciplinary action.

Veterans Preference:  Applicants claiming veterans preference must submit official proof at the time of application.

Visa Sponsorship: At this time, the University of the District of Columbia does not provide sponsorship for visas (e.g. H-1B). This position is also ineligible for Optional Practical Training (OPT).

Residency Preference: A person applying for a position who is a bona fide District resident at the time of application for the position, may be awarded a 10-point residency preference over non-District applicants, unless the person declines the preference points. If selected, the person shall be required to present no less than 8 proofs of bona fide District residency on or before the effective date of the appointment and maintain such residency for 7 consecutive years from the effective date of the appointment. Failure to maintain bona fide District residency for the 7-year period will result in forfeiture of employment.

Drug-Free Workplace: Pursuant to the requirements of the Drug-Free Workplace Act of 1988, the individual selected to fill this position will, as a condition of employment, be required to notify his/her immediate supervisor, in writing, not later than five (5) days after conviction of any criminal drug statute occurring in the workplace.

Background Investigation: Employment with the University of the District of Columbia is contingent upon a satisfactory background investigation.  The determination of a "satisfactory background investigation" is made at the sole discretion of the University of the District of Columbia.  The University may refuse to hire a finalist, rescind an offer of employment to a finalist or review and may terminate the employment of a current employee based on the results of a background investigation.

Disposition of Resume: Resumes received outside the area of consideration and/or after the closing date will not be given consideration. You must resubmit your resume to receive consideration for any subsequent advertised position vacancies. For the purpose of employment, resumes are not considered job applications. Therefore, if selected for employment a UDC application will be required.

Job Offers: Official Job Offers are made by the University of the District of Columbia, Office of Human Resources only.

Contact Information:  All inquiries related to employment and job applications should be directed to UDC Office of Human Resources at (202) 274-5380.

The University of the District of Columbia is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. For a full version of the University’s EO Policy Statement, please visit: https://www.udc.edu/human-resources/equal-opportunity/ .