Executive Support Assistant - Purchasing & Contracting

Salary Range: $54,209 - $87,277 Job Code: 99040 Pay Grade: 18 FLSA Status:
Exempt

In addition to the duties outlined below, this position provides specialized Departmental leadership and administrative support to the Department of Purchasing and Contracting’s Chief Procurement Officer (CPO) and Deputy/CPO. The role requires absolute discretion, demonstrated professionalism, interpersonal effectiveness skills, and advanced customer service skills. There is a preference for candidates having any combination of knowledge, familiarity, and/or experience within state or local government procurement;

compliance; project management; and/or vendor relationship management.

• Assists in coordinating, tracking, development, and/or review of Board of Commission procurement agenda items

• Supports the CPO in final resolution of solicitation, contract, end user, and/or vendor related matters and communications.

• Assists CPO with coordinating, tracking, development, review, and/or implementation of various departmental policies, processes, and procedures.
• Monitors changes in procurement laws, regulations, and County ordinances and prepares summaries or briefing materials for executive review.

• Assists in determining meaningful departmental metrics for compilation and review.

• Coordinates communications related to procurement initiatives, vendor relations, and Board of Commissioners meetings.

• Assists the CPO with strategic initiatives such as sustainability programs, supplier diversity efforts, and procurement modernization projects.
• Assists the CPO in planning, organizing, executing, and tracking projects and applicable milestones.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides executive/administrative support to the Chief Executive Officer, Chief Operating Officer, and/or other executive official as assigned; relieves executive staff of routine administrative tasks; screens calls, mail, and e‑mail messages and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of executives; records and/or transcribes dictation; keeps executives informed of significant matters, messages, documentation, or other information; conducts special projects as needed;

and maintains confidentiality of departmental documentation and issues.

Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Conducts advanced research on behalf of the executive to aide in matters under consideration; utilizes department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed; compiles and/or monitors various administrative and statistical data pertaining to County operations; researches information pertinent to task or project; analyzes data and identifies trends; writes, prepares, formats, or otherwise…