Legal Secretary & Administrative Assistant
Duties and Responsibilities:
- Inventory Management:
- Miami Dade County and the State of Florida annual inventory of capital assets.
- Sorts and prepares data, travels to all court locations, maintains accurate records, surplus documentation, and new assets, maintains inventory records, reconciliation, and police reports, compiles a final report for submission, and reports findings to the Purchasing Manager.
- Miami Dade County Informs Platform:
- Manages the Informs needs of the division, reporting and working directly with the Purchasing Manager.
- Assigned to receive all Procurements Informs POs.
- Receives purchase orders in Informs, submits, and processes invoices for payment.
- Responsible for reviewing and handling 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 the staff.
- Assists CITeS with Informs-related matters and acts as the liaison between the division and Informs' partners in the County.
- Responsible for maintaining the COVID-19 master files in share point, recording all purchases, distributions, and on-hand stock.
- Tracking of all PPE supplies by items and divisions.
- Prepares PPE supplies for distribution, and reports to the 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.
- Guides with travel-related matters.
- Assists with the ordering and distribution of office supplies:
- Review invoices for compliance.
- Confirms delivery of goods and services and processes invoices for payment.
- Works directly with the Purchasing Manager on ongoing projects, providing support and backup for Procurement staff.
- Assists all walk-ins and maintains a stockroom.
- Assists with research.
Desired skills:
- Experience working in an office environment.
- Compelling computer and office equipment knowledge and management
- Professional and reliable.
- Independent.
- Compliance with rules, regulations, and procedures.
Time Availability: Mon - Fri / 8 am - 5 pm