Adminstrative Assistant

Job Function

Performs and coordinates fairly independently a wide variety of duties which requires analyzing facts and making minor operating decisions on a wide range of existing standard procedures.

Job Responsibilities

• Will be expected to use Microsoft Office programs including, but not limited to, Word, Excel and Outlook. Additionally, will be expected to know or learn and use other software packages utilized within the department. On a daily basis this position uses Datatel and the Microsoft Office programs including Word, Excel and Outlook. Word necessary to process multi-page Sealed Bids, Quotes, etc. Ability to electronically file documents in databases (e.g. Sealed Bids, Quotes, Request for Proposals, emails related to bids).
• Compiles and completes folders for Sealed Bids, Requests for Proposals, and Formal Quotes according to Purchasing guidelines. Completes necessary documents and forms. Fax, mail, or email bid/quote documents to vendors. Monitors responses and presents to buyers for bid opening. Organizes recap after bid opening for buyer’s review and closes out files.
• Processes purchase orders and blanket orders. May be asked to convert requisitions to purchase orders for buyers.
• Processes necessary revisions to purchase orders and blanket orders in Datatel. Notifies department if GL account is overbudget.
• Initiates, maintains, and troubleshoots various databases (e.g. ads, vendor list, sealed bids, quotes, vendor fax numbers, etc.).
• Expected to Maintain department workroom, purchasing files, and electronic files
• Screens Staples supply orders from departments according to Purchasing guidelines. May deny requests. Submits orders to Staples. Loads Staples budget management program each fiscal year. Edits Staples budget management program with each revision. Updates Staples user profile and spreadsheet. In addition, processes revision on Datatel.
• Requests W-9 tax forms from new vendors and enters vendors in Datatel. Completes credit applications and tax exempt requests.
• Utilizes part time staff during peak period. Assumes additional clerical responsibilities in the absence of other clerical support staff.
• Expected to adapt to peak workloads; will be expected to handle multiple duties at one time
• Participates in relevant workshops and trainings as assigned
• Assists Purchasing Director, Buyers and other full-time clerical staff on special projects when needed.
• Performs clerical activities related to office procedures, including:

• Answering telephone line, directing calls appropriately, taking detailed messages when appropriate and changing phone greetings when necessary,
• Properly directing vendors or the public,
• Handling and distributing incoming and outgoing mail and routing documents,
• Troubleshooting problems with office machines.
  • Performs related duties as assigned.

Qualifications

ASP Assessment Test. 3 years related experience.*

• One year of experience may waived when applicant holds an Associate’s degree.