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Legal Secretary Administrative Assistant

1 month ago

Birmingham, United States Nitelines USA, Inc Full time

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 J-18808-Ljbffr