Secretary II - Procurement and Auditing

Procurement Support

• Coordinate and manage all phases of the procurement process including bids, quotes, RFPs, and purchase orders.
• Ensure compliance with Board policy, state/federal procurement laws, and internal controls.
• Maintain a centralized database of vendor contracts, bid specifications, and purchase history.
  Verify requisitions for accuracy, budget alignment, and appropriate approvals before processing.
• Assist in developing bid documents, public notices, and vendor communication.
• Monitor vendor performance, ensuring adherence to contract terms, delivery schedules, and service quality.
  Support the review and renewal of contracts to ensure fiscal efficiency and continuity of services.

• Assist in preparing for internal and external audits by gathering and organizing documentation.
• Conduct periodic internal reviews to ensure financial compliance with established procedures.
  Reconcile purchase orders, invoices, and payment records to verify accuracy.
• Maintain documentation and records in accordance with retention schedules and audit requirements.
• Track and monitor expenditures to identify irregularities or potential cost savings.
• Prepare audit reports, summaries, and corrective action follow-ups as directed by leadership.
  
  

Administrative and Office Management

• Serve as the primary administrative liaison for the Finance Department, managing calendars, correspondence, and communication.
• Prepare professional reports, spreadsheets, and presentations related to purchasing and audit activities.
• Support the Director of Finance in scheduling audit meetings, maintaining records, and ensuring confidentiality of sensitive information.
  Manage workflow tracking systems to ensure timely submission of bids, reports, and audit materials.
• Assist with annual budget preparation by providing purchasing data and expenditure summaries.