Office Facilitator II

Salt Lake City Corporation; EE. UU.; Presencial; USD 33.000 - 57.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical insurance

Dental, vision, life insurance

HSA with city contribution

Tuition reimbursement

Retirement contributions (pension and

EAP

Descripción de la vacante

Salt Lake City Corporation in Salt Lake City, UT, is seeking an Office Facilitator II to support procurement operations and supplier management.

Under the Deputy Chief Procurement Officer, you will onboard suppliers, verify tax documents, manage contracts, maintain insurance certificates, and collaborate with Accounts Payable to ensure policy adherence.

Formación

• High school diploma and 6 years of administrative/data experience.
• At least 2 years of data analysis or financial tracking experience.
• Post-high school study may substitute for experience.
• Relevant subjects include office/business administration, public administration, finance, data analytics, CS.
• Strong organization and teamwork abilities.
• Excellent interpersonal and communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Valid driver’s license may be required.

Responsabilidades

• Onboard suppliers and verify data, including tax documents.
• Manage contracts and ensure insurance certificates.
• Coordinate with Accounts Payable for policy adherence.
• Maintain central contract files and digital repository.
• Renewal and expiration management of contracts.
• Generate reports from Contract Management System.
• Coordinate renewals with City Monitors for new projects.
• Obtain insurance certificates and verify expirations.
• Work with City Risk Manager for compliance.
• Prepare statistical charts and reports on solicitations and contracts.
• Answer division phone calls and route questions.
• Set up pass-through contracts in Contract Management System.
• Provide administrative support as needed.
• Other duties as assigned.

Conocimientos

Data analysis

Financial tracking

Data management

Communication skills

Teamwork

Organizational skills

Educación

High school diploma

Experience substituted for education

Herramientas

Microsoft Office

Excel

Word

Outlook

Descripción del empleo

Position Title

Office Facilitator II

Salary

$24.12 -$41.65 /Hourly

Department

Finance

Work Location

Salt Lake City, UT

Grant Funding

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.

Application Deadline

Open until filled: This position will remain open until filled and may close at any time without notice.

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.

Typical Duties

• 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.

Full Time/Part Time

Full time

Scheduled Hours

40

Our Organization

Salt Lake City is a place where your skills and dedication directly contribute to the community. With a team serving over 200,000 residents, we take pride in delivering meaningful work—from maintaining infrastructure to shaping public programs—with integrity and professionalism. We value experience, accountability, and results. Our organization recognizes talent and rewards contribution, offering employees opportunities to grow, lead, and make a lasting difference. If you're driven by public service and want to help shape the future of our city, we’d love to work with you. Salt Lake City offers a competitive and well-rounded benefits package designed to support your health, financial future, and professional growth. To learn more, visit our Benefits & Wellness site.

Benefits & Wellness

• Medical insurance
• Dental, vision, life insurance
• HSA (with $1,000- $2,000 City contribution)
• Wellness clinic for employees & families
• Robust Employee Assistance Program (EAP)
• Tuition reimbursement (up to $4,000/year)
• Retirement contributions (pension and/or 401(k))
• Discounted pet insurance, legal services, and more

Leave

• 12 vacation days to start
• 12 paid holidays + 1 personal holiday
• Up to 80 hours personal leave annually
• 6 - 12 weeks of paid parental leave
• Bonus leave credit for eligible rehires & public sector transfers

Recruitment Team

Our Recruitment Team is ready to assist you throughout the entire hiring process—from questions about job openings to application support. Reach the Recruitment Team at 801-535-6699 Or email: [e-mail]

Equal Opportunity

The City is committed to the full inclusion of all qualified individuals. As part of this commitment, Salt Lake City will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at 801-535-7900.

Veteran & Service Partner

Salt Lake City is proud to be a partner of the Utah Patriot Program, providing employment opportunities for Veterans, Military and spouses. We are also a proud National Service Partner.