Procurement Administrative Assistant

Coordinates and provides administrative support of day-to-day activities for the Procurement Department. Prepares correspondence and performs a variety of administrative duties. Must meet multiple demands on a timely basis. Provides direct assistance as required to the Director of Procurement. Produces a variety of typed statistical and narrative reports; reviews typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections.

Provides ongoing communication to HRT employees as required. Receives, screens, and refers calls and visitors to appropriate personnel. Administers and maintains the Procurement contract database. Recommends and implements adjustments in administrative support resources to meet the demands of the workflow.

• Provide administrative support to the Procurement Department.
• Coordination of the annual review of HRT’s Procurement policies and procedures.
• Creates, updates, and maintains operating manuals of policies, functions, and projects within the Procurement Department.
• Completes special reports; researches and organizes information and data files.
• Assist with special Procurement projects, some of which may have organizational impact.
• Performs imaging and digitizing activities in support of Procurement’s objectives and requirements.
• Follow established procedures to protect the integrity and authenticity of records.
• Support the security of records by following organizational policy.
• Review and update data to increase efficiency of the record repository and perform data normalization, cleanup, and reconciliation activities.
• Assist the Director of Procurement with HRT’s Purchasing Card monthly record reviews and annual audits.
• Prepare and/or coordinate with other departments any documentation required in support of FTA triennial reviews, independent audits, state audits, etc.
• Independently composes letters and other correspondence and reports; prepares a variety of correspondence, reports, memoranda, and other documents.
• Maintains comprehensive calendar of internal and external activities for the benefit of departmental leadership and coordinates meetings and schedules for the department.
• Coordinates with departmental leadership and other agency management in order to ensure timeliness of workflow and submissions for the executive staff, Commission Meetings, external meetings, etc.
• Evaluates existing administrative procedures and makes recommendations for improvements.
• Assists in responding to inquires made by officials, compiles information and maintaining data, follows-up with staff activities, composes and types a wide variety of correspondence and reports, consults file copies and precedent case files as appropriate before composing final product for signature.
• Coordinates and provides input along with other agency groups to ensure that agency-wide document control systems meet the department needs. Maintains manual and/or automated document control and filing system and records for department correspondence.
• Schedules and coordinates meetings for the department, which includes developing an agenda, taking notes, and transcribing them into accurate and articulate minutes and owning all follow-up and action items.
• Works closely with the Director of Procurement to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Director updated.
• Assist with the scheduling of Executive and staff meetings, making appointments, and coordinates requests from both internal staff and external vendors.
• Ensures department-wide coverage and consistency in managing administrative resources and processes.
• Coordinates, plans regularly scheduled meetings with office support staff to resolve common problems such as implementation and consistent application of policies and procedures.
• Manages inventory of offices supplies and proactively ordering more as needed.
• Collects and distributes internal and external mail for the department.
• Facilitate department logistics such as meetings, conference rooms, conference calls, etc.
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