Administrative Analyst - DC

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Oversees coordination and distribution of supplies and services to the district courts. Initiates and provides on-going services to the district courts. Tracks, analyzes and reports usage for inventory control. Manages and facilitates repairs and replacement of equipment. Manages on and off-site storage of inventory and case files. Responsible for initiation and tracking of all purchase requests. Maintain and design reporting systems.

• Oversees the process of preparing all purchasing requests for services and supplies for the district courts. Coordinates delivery and processes invoices. Preparation of change orders, as required. Monitors the process to ensure accuracy, timeliness, and consistency. Takes appropriate action when exceptions noted.
• Record purchase requests and invoices processed for payment in the (in-house) database. Maintain appropriate computer records relevant to supplies, services and repairs.
• Interaction with vendors, district courts, purchasing department and controller. Addresses vendor performance issues relating to concerns/complaints from court staff.
• Responsible for troubleshooting service/maintenance calls. Coordinates action for repair/resolution and follow-up on the same. Maintain accurate account of recurring problems with services/equipment.
• Handles all machine service request calls from the district courts and follows-up. Replace equipment/provide loaner equipment for defective equipment in courts.
• Oversees coordination of the system that provides delivery of supplies/services which supports the district courts’ daily functions including office supplies, services (including, but not limited to, snow removal, janitorial, trash removal, etc.) including various forms and other miscellaneous items/occurrences that may occur. Oversees standardization and allocations of forms on a quarterly basis.
• Monitors expiration of blanket orders and takes action to maintain active purchase orders.
• Work in conjunction with the Purchasing Department to review and make corrective changes to contracts.
• Maintains stock of accurate forms for quarterly distribution. Places internet orders for quarterly office supplies. Reviews district court monthly inventory sheets of consumables and forms and restock as needed. Track usage and establish minimum thresholds for inventory/distribution.
• Coordinates and oversees warehouse storage and deliveries, via courier service to district courts.
• Initiates procurement; obtains quotes from vendors for supplies and services. Preparation of purchase requests and records in the budget/purchase order tracking system.
• Reviews incoming invoices for accuracy and process for payment including obtaining authorized signatures, receiving in the County database and preparing check requests, when applicable.
• Establishes, oversees, and maintains an internal control program for off-site storage of inventory and storage for the District Court Administration storage area located at the Neshaminy Warehouse. Coordinates equipment transfers/relocations. Organizes removal of equipment and maintains transfer of files for the district courts and off-site storage area.
• Oversees and maintains storage files at warehouse while controlling all movement of files to/from the district courts/warehouse.
• Recommends changes, updates, maintains existing systems and develops new systems where appropriate. Responsible for development and maintenance of the computer system for primarily, but not limited to, the court budgets, PO system, PR/Purchase Summary systems, as well as maintaining proper file management. Creates, updates, and maintains district Court Administration court related and budget forms in the computer system.
• Actively participates in annual budget activities including contact with vendors for potential cost increases, projecting future costs based on current and historical data on assigned line items, budget input, verifying accuracy of budget entries, updating budget forms as well as preparation for final distribution.
• Responsible for development and maintenance of accurate file disposal as required by the district court record retention schedule.…