Legal Secretary & Administrative Assistant

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