Administrative Secretary

Description

Under general supervision, performs a variety of responsible clerical, secretarial, administrative, procurement and public contact duties in the Utilities Department. Employee is involved in departmental programs and activities, and work is characterized by its variety, complexity and confidential nature. Reports to the Utilities Director.

ESSENTIAL FUNCTIONS :

• Works with managers to obtain other governmental contracts to utilize for cooperative or piggyback agreements. Ensures all Utilities contracts are current and complied with; processes contract renewals accordingly.
• Works with suppliers on disputes and contract resolution to ensure compliance of agreements.
• Enters all requisitions for the Utilities. Enter all invoices for the Utilities and ensures compliance with all contract requirements and Procurement Policies and Procedures.
• Acts as the Utilities P-Card liaison and codes, reviews and audits transactions to identify any inappropriate items being purchased using P-Cards.
• Reviews and approves travel requests to ensure compliance with travel and P-Card policy.
• Works with project managers to draft specifications for bid solicitations.
• Monitors account expenditures against procurement needs and advises of shortfalls and necessary budget amendments and or transfers.
• Answers telephone and email inquiries, provides information regarding specific procurement issues and research information as needed.
• Responds to inquiries from the Vendors, Town officials, or Employees pertaining to procurement needs and policies.
• Assists the department in preparing bid specification and documents.
• Attends and assists Utilities Director in the Committee Meetings.
• Assists Utilities employees with the accounting and technical questions for request for payments, requisitions, purchase orders and traveling requests.
• Assists in the preparation of Utilities auctions.
• Utilizes computerized data entry equipment and various word processing, spreadsheet and/ or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from various sources.
• Prepares memos, letters, and materials from typed or handwritten copy; assumes responsibility for correctness of spelling, punctuation, format and grammar.
• Opens mail and directs to appropriate department/ division for handling or response, according to content of communications.
• Establishes and maintains a variety of tangible files, oversees records with respect to Archive-Retention and contracts in the New World database.
• May attend a variety of meetings or seminars and report results to Utilities Director.
• Performs other related work as required.

Minimum Requirements (Must meet by the closing date of the posting unless otherwise stated)

EDUCATION AND EXPERIENCE
REQUIRED

• Graduation from an accredited High School or GED.
• Two (2) years of responsible experience in secretarial or administrative work to include at least one (1) year or procurement experience.
• Intermediate to expert level operation of Microsoft Office i.e., Word, Excel, and PowerPoint.