Secretary I
- Bartow, FL
- Permanent
- Full-time
- Direct Deposit, Bi-Weekly Pay Checks
- Medical, Dental, Vision
- Life Insurance
- FRS Retirement
- 10 Paid Holidays
- Paid Time Off
- Tuition Reimbursement
- Education Incentives
- Deferred Compensation Plan
- Wellness Incentives
- Employee Assistance Program (EAP)
- Free Employee Gym
- Free Employee Health Clinic
Serves as a primary point of contact for vendors, coordinates solicitation postings and updates, maintains procurement records, manages vendor registration processes, and ensures compliance with established procedures, timelines, and accessibility requirements.ILLUSTRATIVE DUTIESAdministrative Support
- Answers the main division phone line, transferring calls to appropriate staff, other divisions, or elected officials, and responds to vendor inquiries regarding registration, solicitations, and procurement procedures.
- Serves as primary vendor contact for resolving registration challenges and providing guidance on processes.
- Registers and tracks vendor training sessions conducted online or by phone.
- Acts as division payroll lead, managing time submissions and payroll-related matters.
- Handles routine mail duties for the division and manages all FedEx and UPS deliveries for all divisions within the Administrative Building.
- Posts solicitations, addendums, solicitation status updates, and attachments to the Procurement website in a timely manner.
- Manages solicitations on the Procurement website, ensuring timely posting, updating, and removal of outdated items.
- Reviews, approves, or rejects vendor registrations in the Oracle Supplier Portal in accordance with established procedures.
- Prepares solicitation documents to ensure ADA compliance before distribution to vendors via Constant Contact or similar software.
- Manages Constant Contact software, including sending solicitations, verifying vendor receipt and engagement, and producing performance reports.
- Updates and monitors the division's solicitation log program to ensure complete and accurate data entry.
- Maintains a comprehensive declared state of emergency solicitation inventory, including all documents and backup records.
- Maintain the division's comprehensive contract filing system utilizing best practices.
- Independently follows up on assignments, projects, and postings to ensure deadlines are met and requirements are fulfilled.
- Coordinates with vendors, employees, and officials via phone, email, or in person to provide information and resolve issues.
- Schedule all solicitation meetings necessary for Analysts including but not limited to RFP meetings, pre-award meetings and vendor complaint meetings, etc. Meetings are typically comprised of various county staff, elected officials, vendors, and citizens.
- Operates office machines and equipment, providing basic maintenance as needed.
- Performs related duties as assigned.
- Business English, punctuation, spelling, and arithmetic.
- General office practices, procedures, and recordkeeping methods.
- Using personal computers, procurement software, and office equipment relevant to the work unit.
- Managing multiple priorities in a deadline-driven environment.
- Work independently while following established routines and practices.
- Learn and apply procurement-specific administrative and technical tasks.
- Prepare and draft accurate correspondence, reports, and procurement-related materials.
- Perform mathematical computations accurately.
- Interact courteously and effectively with vendors, employees, officials, and the public.
- Operate and maintain office machines and equipment.
- Graduate of an accredited high school or possess an acceptable equivalency diploma, and have a minimum of two (2) years of secretarial, administrative, or clerical related work experience.
- Must be able to type a minimum of 40 CWPM with a maximum of 10 errors.
- Must be able to utilize all features of word processing, procurement management software, and other required systems, as well as personal computers, as utilized by the assigned work unit.