Executive Assistant 1- 003540

Purpose/Description

The Executive Assistant 1/ Certification Prep is the first point of contact and must interact with the public daily; listening, educating, gathering information, and assisting with all aspects of vendor registration and certification. The role of Executive Assistant 1 has a positive impact with other department's contracting process, new business recruitment, vendor education and community outreach. The programs and services Human Relations/Business Inclusion Division provides are highly detailed, and can require continual interaction with vendors, critical thinking skills and a high level of understanding and ability to interpreted Federal regulations, State and Wayne County ordinances. The Executive Assistant 1/Certification Specialist is responsible for keeping the administrative aspects of the divisions supplier registration and certification running, managing certification application intake and review, assigning applications for processing and certification prep process operations. Daily tasks also include monitoring email, corresponding with suppliers, providing technical assistance regarding the registration and certification application process. answering the phone, processing division reports, and supporting the HR/BI team

Required Tasks

• Function as first point of contact with vendors both answering the phone and emails in division's mailbox.
• Assist vendors with questions involving certification process and completing the online registration.
• Review vendor applications and assign the applications in P to P and assign to team members for processing.
• Train and serve as a DBE/ACDBE Certifier for the division when assigned. Responsibilities of certifier include but not limited to: Analyze submitted applications, written correspondence with applicants, conduct on site interview, write a determination as to status of application, create final certification certificate, log findings. Etc.
• Enter applications into MUCP database, includes approvals, denials, removals, new applications, and affidavits.
• Work with Department of Technology regarding system issues for vendors completing the application process.
• Prepares DBE certificates, includes certificate cover letter detailing descriptions and NAICS Codes.
• Work with Director to create Inclusion reports and monitoring.
• Prepare budget and various reports for Director
• Work with director organizing Inclusion outreach and engagement events
• Look in the email every Monday for the Registrations and Certifications Status Report, click on the email, save as, and put in the folder (Human Relations G: Drive, Wayne County Business Certification Executive Summary Report) PLEASE NOTE: Create a folder within the file by month
• Pick up and distribute mail
• Order office supplies & monitor supplies inventory
• Call repair maintenance for service of copy machine and fax machine
• Arranges, schedules and log RSVP for workshop, outreach attendees
• Log and monitor certification fees paid log sheet
• Log and monitor DBE/ACDBE firms (certified, non-certified)
• Prepares freeze form (annual maintenance agreement, annual contracts, conferences, workshop, training)
• Closes files, scans documents.
• Log files in closed file inventory log sheet
• Process purchase orders (PO)
• Complete and facilitates travel vouchers for reimbursement (AMAC Conferences, Workshop, Trainings etc.)
• Coordinate division outreach activities.
• Process invoices.
• Handles the maintenance agreements for the copy machine.
• Calendar and administrative duties for the Director of Human Relations.
• Complete and facilitates travel vouchers for reimbursement (AMAC Conferences, Workshop, Trainings etc.)
  
  

Qualifications

Educational/Experience Requirements

• Bachelor's degree
• At least four years of experience performing complex clerical tasks, to include filing, typing, extensive data entry, public contact, preparing reports and detailed written communications, and complex application review and processing. Experience with either Federal, State and Local business, Diversity and Inclusion programs, preferred.