Administrative Assistant/Purchasing Specialist

Under general supervision, performs administrative and purchasing duties in the County Attorney’s Office.  The Administrative Assistant/Purchasing Specialist will provide administrative support to the County Attorney and be responsible for working with County departments to prepare Bid Specifications, Requests for Proposals, and Request for Qualifications.  Reports to the County Attorney.

Types materials from typed, handwritten copy or machine dictation, which requires use of a variety of complicated formats for preparing correspondence, reports, notices of hearings, motions for review, subpoenas, contracts, ordinances, etc.  Assumes responsibility for correctness of spelling, punctuation, grammar, and format.

Utilizes Microsoft Office programs to enter, store, and/or retrieve information as requested; summarizes data in preparation of standardized reports.

Answers telephone and receives inquiries, providing information based on considerable knowledge of County Attorney’s Office programs and programs, or referring users to other appropriate Department personnel, as necessary.

On occasion, under direction of the County Attorney, drafts and processes Court orders from each Court hearing.   Schedules and prepares Notices of Hearing, drafts Petitions, Orders, Summons, and Subpoenas.

On occasion, performs record research and real property title research in the Register of Deeds Office, Tax Department, and Clerk of Court’s Office.

Prepares and drafts legal documents and correspondence referred to the County Attorney’s Office by the County Manager’s Office or Planning and Inspections Department for legal action in condemnation, demolition, and zoning violation cases.

Establishes and maintains a variety of legal files, filing and retrieving information as requested or otherwise necessary. 

Must be familiar with or willing to learn the new electronic filing system of the courts.

Advises Department Directors, supervisors, and employees on the best methods to make purchases or obtain services according to NC General Statutes and the County purchasing policy. 

Prepares Bid Specifications, Requests for Proposals, and Request for Qualifications in conjunction with County departments.  

Assists with pre-bid conferences, site visits, product demonstrations, and formal bid openings.

Receives and analyzes bids and proposals, and recommends bid awards in conjunction with County departments.

Attends County Board of Commissioners meetings, as requested, to provide information concerning purchasing and contracting.

Helps ensure the procurement process is efficient, effective, and transparent.

Maintains purchasing records.

Performs other related administrative and purchasing duties as required.

Requires a high school degree and three years of experience performing clerical, administrative, or fiscal work. Legal and/or purchasing experience is preferred.  An equiva­lent combination of training and experience which provides the required knowledge, skills and abilities will be considered.

General knowledge of modern office practices and procedures.

Ability to establish and maintain tangible and computerized files.

General knowledge of County and departmental rules, regulations, policies and procedures, and the ability to interpret them.

General knowledge of the organization and function of the County Attorney’s Office.

General knowledge of legal papers associated with the County Attorney’s Office and the practices involved in processing them.

Ability to demonstrate excellent writing and editing skills.

Ability to demonstrate excellent interpersonal, organizational, and communications skills.

Ability to manage and prioritize multiple projects with conflicting deadline pressures and competing priorities.

Ability to exercise independent judgment, discretion and initi­ative in completing assignments. 

Knowledge of contracting procedures and bid processes.

Knowledge of the principles and practices of purchasing and developing bid specifications.

General knowledge of state and local fiscal regulations, policies, and procedures. 

General knowledge of County organization and operational policies and procedures. 

Skill in the use of a variety of common office machines, including popular computer-driven word processing, spreadsheet, and file maintenance programs. 

Ability to understand and follow oral and written instructions.