Legal Secretary/Administrative Assistant #701376

Short Description: Legal Secretaries and Administrative Assistants

Complete Description: 

Essential Duties:

Inventory Management

Miami Dade County and State of FL annual inventory of capital assets. Sorts and prepares data, travel to all court locations, maintains accurate records, surplus documentation, new assets, maintains inventory records, reconciliation, police reports, compile final report for submission, reports findings to the Purchasing Manager

Miami Dade County Informs Platform

Manages the Informs needs for the division, reporting and working directly with the Purchasing Manager, Assigned to receive all Procurements Informs POs, Receives purchase orders in Informs, submits and process invoices for payment, Responsible to review and handle all Informs reports for pre-edit errors (receipts and invoices) and resolve, conducts research and navigates Informs, back up to create Informs POs on behalf of staff, Assists CITeS with Informs related matters, acts as the liaison between the division and Informs partners in the County.

Responsible to maintain the COVID 19 master files in share point, records all purchases, distributions and on hand stock. Tracking of all PPE supplies by items and divisions, prepares PPE supplies for distribution, reports to Purchasing Manager; COOP, maintains vendors list up to date, Procurement staff emergency contact information, and Procurement partners contact information. Attends emergency/safety training provided by ISD and reports back to the division.

Administrative and clerical support to the division, assignments provided by the Purchasing Manager, upkeep monthly reports, Assist Purchasing Manager with the development of excel worksheets to facilitate the Procurement process.

Assists with issuing Informs purchase orders. Assists with the STMS/Informs travel systems training, assist travelers with troubleshooting, provides guidance with travel related matters;

Assists with the ordering and distribution of office supplies, Review invoices for compliance, confirms delivery of goods and services and process invoices for payment, works directly with the Purchasing Manager on ongoing projects providing support, back up for Procurement staff, assists all walk ins, maintains stockroom. Assists with research

** BG Check will be done by the client**