Administrative Assistant- Purchasing & Contracting

Kenai Peninsula Borough•Soldotna, AK

20h•Onsite

About The Position

Under the general direction and supervision of the Purchasing and Contracting director, the administrative assistant prepares contracts, legal documents, project documentation and correspondence, conducts procurement and purchasing activities, inputs data, monitors project cost accounting, assists in report preparation, schedules appointments, gives information to callers, takes meeting minutes, and otherwise relieves officials of administrative and business details.

Requirements

High school diploma or GED
Four years administrative experience
At least one year supporting purchasing/procurement functions and/or construction management administration
Type 40 wpm
Ten-key calculator skills
Proficient in personal computer (Word, Excel, and Power Point) applications
Professional experience in bookkeeping and basic accounting
Strong written and verbal communications skills
Ability to work with a minimum degree of supervision and make independent judgements and decisions
Valid Alaska driver’s license

Nice To Haves

One to three years of purchasing experience or preforming administrative duties in support of purchasing or project management.

Responsibilities

Performs and coordinates administrative support for the Purchasing and Contracting Director and project administrators which includes data input, general reception and telephone duties, handling mail, maintaining all major projects division files, composing letters, legal advertising, taking/transcribing notes and meeting minutes from recordings, scheduling appointments and meetings and making travel arrangements.
Monitors project accounts and activities, which includes maintaining various project statuses for ongoing projects. Reviews and processes invoices. Monitors costs through purchase orders and billings. Assists in budgeting and reconciles figures with finance department. Monitors grant requirements compliance.
In support of the purchasing assistant, performs all aspect of procurement formal and informal processes including the assembling of contract documents, award recommendations and preparations, and distributions of purchase orders.
In support of the purchasing assistant, provides development of new opportunities for competitive purchasing, cost savings, and quality improvement by studying price trends and market conditions; Keeps well informed of source-of-supply and new product developments.
Cross trains with the purchasing assistant and assists in performing other duties associated with purchasing and contracting administrative business as assigned as necessary to ensure and even workload in the purchasing and contracting administrative office.
Responsible for tracking and keeping the Purchasing and Contracting director and administrators informed of pending school, service area, grant legislation and related committee meetings through contact with the Administration.
Prepares and maintains computerized project records and reports.
Researches, compiles and types statistical reports, legislative and legal documents (agreements, contracts, memorandums, resolutions, ordinances and permits). Responsible for final transmission of memorandums, resolutions and ordinances to legal department.
Responsible for assembly and preparation of project reports and closeout documentation to federal and state agencies on grants and bond projects, in coordination with the Finance Department.
Responsible for scheduling staff meetings and preparing the agenda.
Prepares or assists project administrators in research, preparation and assembly of a variety of construction documents and reports from project inception through project closeout.
Prepares or coordinates the preparation of specification and requests for proposal for purchase of office supplies, equipment and other items of general use making sure borough purchasing policies are properly observed. Responsible for maintenance of office equipment including department-shared copiers and printers, scanners, binders, large scale plotters, desktop computers.
Trains/assist in training new employees in various borough and department duties and procedures, including document preparation, purchasing requirements and legal requirements.
Other related duties as assigned.