Legal Secretary & Administrative Assistant

NITELINES USA, INC

Legal Secretary & Administrative Assistant

Miami, FL
Full Time
Paid
  • Responsibilities

    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