Project/Administrative 3

The J. Paul Getty Trust

The J. Paul Getty Trust’s Procurement & Contract Services department is seeking a full-time limited-term position to provide records management and project support, with some additional contract drafting and tactical buying. This role would suit someone with existing expertise in procurement document control and project administration, who is looking to gain exposure to procurement buying and contract drafting.

Main focus (50%) is document control of the Procurement department’s daily generation of paper and digital purchasing records. This includes the timely and efficient entry of the records into electronic storage systems to ensure adherence to department standards and accurate indexing. The department is working towards implementing a contract drafting tool in PeopleSoft which will ultimately remove the need for separate offline document control; the successful candidate will be expected to advise and assist with this transformation. In addition, the successful candidate will work with Getty’s Institutional Records and Archives department to review a large collection of historical paper records and categorize them according to a set retention policy.

Additionally, approximately 25% of time will be spent providing project support for the department’s other strategic initiatives and projects, including, but not limited to, administration of the Getty’s Amazon Business and OfficeMax accounts.

The remaining 25% of time will be undertaking contract drafting and tactical buying for the department. Training will be given.

Responsibilities
  • Organizes and files documents to maintain accurate and complete Procurement contract records.

  • Reviews and interprets records, indexing them with established categories and controls.

  • Serves as a resource to Procurement staff on document control standards and processes.

  • Assists with the retrieval of contract records.

  • Assists with the collection of various materials and data for special projects.

  • Conducts preliminary analysis of data and makes recommendations.

  • Responds to inquiries and requests for information requiring knowledge of -Procurement activities and Getty policies and procedures.

  • Review proposals from vendors for conformity to contract/purchase order requirements.

  • Drafts and negotiates contracts, amendments and purchase orders for basic goods and service categories in compliance with established policies and procedures.

  • Acts as liaison between the Getty departments and vendors regarding contracts.

  • Performs other duties as required.

Requirements

Qualifications

  • High school diploma/GED; Bachelor’s degree preferred

  • Minimum 3-4 years related experience

Knowledge, Skills and Abilities

  • Proficient computer skills. Demonstrated experience with MS Office and Adobe Acrobat PDF.

  • Experienced with purchasing software and document retrieval databases. -Knowledge of Oracle PeopleSoft and Perceptive Content’s ImageNow, plus scanning of paper documents preferred.

  • Ability to prioritize competing requests and multi-task.

  • Possesses strong organizational, planning and analytical skills, with demonstrated ability to work to deadlines.

  • Proficiency working with document control/retention policies in a fast-paced procurement environment.

  • Familiarity with contractual documents and language.

  • Well versed in various types of filing systems and methodologies.

  • Ability to evaluate, apply, and explain procedures and workflows.

  • Accurate data entry and proof-reading skills.

  • Proficiency in basic contract drafting and processing of purchase orders.

  • Strong communication and client services skills, orally and in writing.

  • Effectively communicates with diplomacy and tact with internal and external constituencies.

  • Seeks best practices to recommend efficiencies and anticipate change.

  • Able to lift 40lb file storage boxes repeatedly.

  • Ability to work at the Annex warehouse when required. Must have own transport.