Administrative Assistant- Purchasing & Contracting

Under the general direction and supervision of the Purchasing and Contracting director, the administrative assistant prepares contracts, legal documents, project documentation and correspondence, conducts procurement and purchasing activities, inputs data, monitors project cost accounting, assists in report preparation, schedules appointments, gives information to callers, takes meeting minutes, and otherwise relieves officials of administrative and business details.

High school diploma or GED; four years administrative experience including at least one year supporting purchasing/procurement functions and/or construction management administration, type 40 wpm; ten-key calculator skills; Proficient in personal computer (Word, Excel, and Power Point) applications; Professional experience in bookkeeping and basic accounting. Must possess strong written and verbal communications skills; Ability to work with a minimum degree of supervision and make independent judgements and decisions. This position requires a valid Alaska driver’s license to preform job functions, which must be maintained at all times.

Preferred Knowledge and Experience: One to three years of purchasing experience or preforming administrative duties in support of purchasing or project management.

1. Performs and coordinates administrative support for the Purchasing and Contracting Director and project administrators which includes data input, general reception and telephone duties, handling mail, maintaining all major projects division files, composing letters, legal advertising, taking/transcribing notes and meeting minutes from recordings, scheduling appointments and meetings and making travel arrangements.

2.  Monitors project accounts and activities, which includes maintaining various project statuses for ongoing projects. Reviews and processes invoices. Monitors costs through purchase orders and billings. Assists in budgeting and reconciles figures with finance department. Monitors grant requirements compliance.

3. In support of the purchasing assistant, performs all aspect of procurement formal and informal processes including the assembling of contract documents, award recommendations and preparations, and distributions of purchase orders.

4. In support of the purchasing assistant, provides development of new opportunities for competitive purchasing, cost savings, and quality improvement by studying price trends and market conditions; Keeps well informed of source-of supply and new product developments.

5. Cross trains with the purchasing assistant and assists in performing other duties associated with purchasing and contracting administrative business as assigned as necessary to ensure and even workload in the purchasing and contracting administrative office.

6. Responsible for tracking and keeping the Purchasing and Contracting director and administrators informed of pending school, service area, grant legislation and related committee meetings through contact with the Administration.

7. Prepares and maintains computerized project records and reports.

8. Researches, compiles and types statistical reports, legislative and legal documents (agreements, contracts, memorandums, resolutions, ordinances and permits). Responsible for final transmission of memorandums, resolutions and ordinances to legal department.

9. Responsible for assembly and preparation of project reports and closeout documentation to federal and state agencies on grants and bond projects, in coordination with the Finance Department

10. Responsible for scheduling staff meetings and preparing the agenda.

11. Prepares or assists project administrators in research, preparation and assembly of a variety of construction documents and reports from project inception through project closeout.

12. Prepares or coordinates the preparation of specification and requests for proposal for purchase of office supplies, equipment and other items of general use making sure borough purchasing policies are properly observed. Responsible for maintenance of office equipment including department-shared copiers and printers, scanners, binders, large scale plotters, desktop computers.

Other Functions:

1. Trains/assist in training new employees in various borough and department duties and procedures, including document preparation, purchasing requirements and legal requirements.

2. Other related duties as assigned.

While performing the duties of this job, the employee is frequently required to communicate orally and to use hands and fingers dexterously to operate office equipment; regularly required to sit; and occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally transport up to 30 pounds. Specific vision abilities required include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.