Sr. Administrative Assistant

Sr. Administrative Assistant

The Sr. Administrative Assistant provides high-level administrative support to the Central Purchasing Department. This position ensures efficient daily operations by managing correspondence, records, and scheduling, while assisting department leadership with projects and procurement activities.

Essential Duties

Provide administrative support to the department including preparing correspondence, reports, and other documents. Maintain electronic and paper filing systems to ensure records, contracts, and purchasing documents are organized and accessible. Answer and direct incoming calls and emails; respond to inquiries or route them to the appropriate staff member. Assist with scheduling, coordinating meetings, and maintaining departmental calendars. Process and route invoices, purchase orders, and other procurement-related documents in compliance with policies and procedures. Update and maintain departmental databases, spreadsheets, and tracking systems. Assist in compiling data and preparing statistical or status reports. Support department projects and initiatives by gathering information, monitoring timelines, and assisting with documentation. Serve as a point of contact for internal staff and external vendors, providing professional customer service. Perform other administrative duties and special projects as assigned.

Qualifications

Advanced typing skills (minimum of 60 wpm). Advanced skill in using a personal computer and various software packages. General understanding of purchasing guidelines. Ability to maintain confidentiality and handle sensitive information. Proficiency with modern office equipment (fax, copier, calculator, etc.). Excellent verbal and written communication skills. Strong grammar and spelling skills. Self-starter with the ability to work independently and with minimal supervision. Strong interpersonal skills and ability to work both independently and collaboratively. Consistently demonstrates sound judgment and professionalism. Ability to handle multiple priorities and frequent interruptions with composure. Ability to interface effectively with all levels of County management.

Additional Information

Preferred Skills, Knowledge & Experience : At least four (4) years of progressive administrative experience. Excellent time management and organizational skills. Ability to establish priorities and meet deadlines. Customer service experience or skills. Familiarity with SAP systems. Ability to identify and resolve recurring problems efficiently. Strong attention to detail and accuracy. Excellent interpersonal and communication skills. Advanced organizational and time management abilities. Willingness to learn new systems and processes. Flexibility and adaptability in a fast-paced environment.

Physical Demands : Ability to stand and walk for extended periods. Ability to remain stationary for significant portions of the day. Ability to bend at the waist and maintain mobility throughout the workday. Ability to lift and carry files or office supplies up to 25 pounds. Occasionally required to reach or work with arms above shoulder height, kneel, stoop, crouch, or squat.