Chief Administrative Assistant - Contracts Manager

POSITION TITLE:
Finance - Chief Administrative Assistant - Contracts Manger

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

Senior office specialist in contract administration providing administrative support and analytical services. Performs related work and duties as required for the Financial Services Division.

SUPERVISION RECEIVED

Works under the general supervision of the Chief Financial Officer (CFO), Deputy Director and Assistant Deputy Director of Financial Services. Works under direct supervision of Financial Services Administrative Supervisors.

SUPERVISION EXERCISED

None.

DUTIES AND RESPONSIBILITIES

- Provides information to the public, employees and other government agencies;

- Manages requests for response and requests for quote processes for full cycle of public procurement process;

- Prepares and maintains all advertised and non-advertised contracts;

- Collaborates with division heads, management and General Counsel to ensure contract meet Department needs and standards;

- Communicates frequently with potential and current vendors on upcoming and existing contracts;

- Initiates and maintains complete contract procurement records;

- Performs administrative duties including but not limited to date entry, scanning, and filing;

- Flexibility and ability to learn and perform new duties and skills as assigned;

- Such other duties and assignments as the Sheriff may assign from time to time.

QUALIFICATIONS

- Associate or Bachelor's Degree from an accredited college or university is preferred; three years of full-time professional or administrative experience in governmental accounting, office administration, budgeting, and/or financial reporting, or a combination of education, experience and training is preferred;

- Knowledge of the principles and practices of public procurement and budgeting and working knowledge of State and Federal laws, rules and regulations regarding the purchase of goods and services is preferred;

- Knowledge of the organization, policies, and operation of the Department, as well as knowledge of division contract policies and procedures is preferred;

- Valid and renewable driver’s license is preferred;

- Ability to communicate effectively in oral and written form required;

- Possess strong technical skills and have the ability to learn and utilize multiple systems to administrate the public procurement process;

- A bility to interact with employees and the public in a pleasant and discreet manner. Ability to establish and maintain effective working relationships with individuals at all levels throughout the organization, in other agencies, and in private industry. High levels of customer service, independence, leadership and willingness to write and maintain documentation. Must perform duties with a high degree of confidentiality;

- Thorough substantive knowledge of office procedures, practices, management and equipment, including personal computers is required;

- Ability to demonstrate initiative and to work with co-workers and consultants. Self-motivator, ability to meet project deadlines, maintain accurate records and work on multiple projects simultaneously is essential;

- Ability to complete moderate to complex level of qualitative and quantitative analyses. Strong analytical and problem solving skills are required. Attention to detail is crucial. Need for creativity, flexibility and strong organizational skills;

- Ability to recognize administrative problems and to recommend solutions to division manager to improve efficiency;

- Ability to assume increased responsibility in absence of division management.

ESSENTIAL FUNCTIONS

- Execution and review of various daily, monthly and annual reports for the division;

- Prepare and maintain data, files and records;

- Manage and maintain requests data, files and records;

- Review and entry of data into Aestiva;

- Answer telephone and respond to inquiries;

- Regular, punctual and predictable attendance at assigned workplace;

- Knowledge of, compliance with, and enforcement of Department and division policies and procedures;

- Compliance with security procedures;

- Obeying of moderately complex oral and written orders;

- Communicating effectively both orally and in writing;

- Able to independently initiate a project, execute the necessary steps, and complete in a timely and effective manner;

- Deal calmly and effectively with stressful situations, including emergencies;

- Exercise good judgment.

MINIMUM PHYSICAL REQUIREMENTS FOR ESSENTIAL FUNCTIONS

- Communicate orally with employees and the public;

- Read and enter information from invoices and spreadsheets and enter the information into appropriate electronic database;

- Climb a small step ladder to reach files;

- Pull files, review contents, and file paperwork into files;

- Sit or stand periodically for 8 hours;

- Lift up to 5 pounds;

- Carry up to 5 pounds;

- Climb stairs occasionally;

- Walk short distances; and

- Write and type.

ADDITIONAL FUNCTIONS OF POSITION

Participation in mandatory training.