Administrative Secretary Resume Example

Assist departments on a County wide basis with the facilitation and management of professional service contracts and competitive selection processes. Works closely with County Counsel and Risk management to successfully accommodate departments with the acquisition of needed goods and services. Provided overall guidance and direction to departments regarding procurement policies, County Ordinances, County Charter, Government Code, and Public Contract Code requirements.

• Negotiate, prepare, and process administer professional service contracts.
• Prepare Invitations to Bid, Requests for Proposals, and Requests for Qualifications and Statements of Interest.
• Negotiate, prepare and process Public Works Contracts relative to County owned facilities.
• Prepare and process facility lease and use agreements.
• Prepare informal and formal bids for public Works projects.
• Systems Administrator for the County Advanced Purchasing Inventory Control Systems (ADPICS).
• Maintain multiple databases for contract and bid tracking.
• Provide direction to interested firms regarding competitive selection processes and business requirements.
• Updated local ordinance for Public Works Projects to be consistent with the Uniform Construction Accounting Act.
• Assist departments in negotiation non-standard County and vendor form agreements.
• Ensure that competitive selection processes are in accordance with outside funding sources. i.e., grants, trust funds, etc.
• Conducts continual review, recommends policy revisions, conducts presentations, workshops, and training to multi-functional department end users.

Act as the County Purchasing Agent with responsibility for the direct management and oversight of the procurement of goods and services for all County departments. Provide direction to procurement staff and departments relative to procurement and contracting processes and procedures. Management of various support services functions and operations, including, central stores warehousing, surplus property, mail courier services, and print shop services.

• Ensure Procurement process is in compliance with County policies, procedures, Ordinances, County Charter, and Government Code.
• Developed goals, objective, policies, and procedures for County employees.
• Developed educational materials, and conducted workshops with County Elected Officials, Community Stakeholders, Vendors, Department Heads, Managers and personnel regarding procurement and public contract codes, policies and procedures.
• Updated procurement policies and ordinance to be consistent with updated GovernmentCode requirements.
• Prepare and review all purchasing related agenda transmittals and reports for approval by the County Board of Supervisors.
• Develop, coordinate, and evaluate and assist procurement staff with various competitive selection processes.
• Provide presentations to the Board of Supervisors and provide recommendations for process improvement to the Board of Supervisors on procurement and contract related matters.

Review and audit of procurement transactions, detailed audit of claims/vouchers for financial obligations to vendors in amounts of $10,000.00 or greater. Make recommendations to the County Auditor-Controller regarding complex procurement and contract transactions. Work closely with the Offices of County Counsel and Risk Management regarding the audit and compliance of procurement related acquisitions by departments County wide. Advise County departments regarding contract administration and policy compliance, including compliance with departmental grant requirements. Assist in the development of departmental policies and procedures.

• Supervised and directed accounts payable staff.
• Maintain financial Accounting Management Information System (FAMIS) tables and files.
• Assisted in the complex upgrade of the County's financial management system.
• Process annual 1099 reports in accordance with Internal Revenue Service regulations.
• Reconciled daily financial system activity, and process file transfers for vouchers and journal entries.

• Analyze requisitions to verify completeness and accuracy and determine types of materials and supplies or equipment required. Confer with requesting departments to ensure that information is correct, that ordering parameters and specifications are understood and to provide information regarding products and suppliers. Coordinates with vendors and end user departmental staff to research and evaluate information required to prepare specifications. Obtains verbal and written price quotations and assists in the preparation of formal bid specifications and bid packages as required. Opens, evaluates and recommends award of such bids to either the County Purchasing Agent or Board of Supervisors as required. Works with minimal supervision and exercises independent judgment related to procurement procedures.


• Interview sales persons, visit manufactures' warehouses and related facilities.
• Prepare Requests for Proposals, negotiate terms and conditions, and administers varied professional services contracts.
• Attend demonstrations and provide training to prospective suppliers regarding County contract procurement procedures.
• Obtain comparative date regarding price, quality, quantity, and availability of materials, supplies, and equipment, including lease financing for same.
• Place orders and negotiate with vendors as required if changes in purchase terms are required. Expedites purchase orders.
• Assist departments in complex procurement matters to resolve issues related to delivery, acceptance, and invoicing of various purchases of goods and services.
• Arrange for the purchase of equipment, materials, supplies, and services, through various State consolidated purchasing contracts.
• Maintain records, prepare reports, including monthly procurement activity and vendor performance reports.
• Monitor developments in the purchasing field and recommend improvements to policies and procedures.
• Developed training materials, and provided training to all County departments with the implementation of the County's automated procurement module.
• Prepare Environmental Impact Report (EIR) and developer reimbursement agreements for the construction of various Development Services projects.
• Work closely with central stores warehousing staff and print shop staff to ensure adequate levels of materials and supplies are available for requesting departments and allied agencies.