Administrative Analyst - DC

Bucks County, PA; Doylestown (Bucks County); Presencial; USD 50.000 - 80.000; Jornada completa

Descripción de la vacante

The district court administration in Bucks County is seeking an Administrative Analyst to coordinate and manage purchasing, inventory, and reporting systems for court operations. You will handle purchase requests, track invoices, maintain computer records, and coordinate vendor communications across county offices.

Strong Excel skills, attention to detail, and the ability to work independently are essential.

Formación

• Proven ability to manage a variety of tasks with accuracy and timeliness.
• Experience with data entry, records management and budget support.
• Strong communication skills for vendor and staff interactions.
• Ability to work independently and meet deadlines.

Responsabilidades

• Oversees purchasing requests for services and supplies for the district courts.
• Records purchase requests and invoices in the in-house database.
• Coordinates vendor interactions and tracks service/repair issues.
• Maintains and updates inventory forms and quarterly distributions.
• Supports contract review with Purchasing Department and ensures accuracy.

Conocimientos

Deadline management

Interpersonal skills

Organizational skills

Self-motivation

Numerical aptitude

Educación

High school diploma

Herramientas

Excel

Descripción del empleo

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POSITION SUMMARY:

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.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• 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. Receives and reviews all record retention requests from the district courts requesting destruction pursuant to AOPC regulations and forwards to RRO (record retention officer) for final approval. Coordinates the removal of files for destruction.
• Update/maintain knowledge of District Court Administration functions/procedures to ensure continuous support to district court offices.
• Oversee district court inventory. Surplus/maintain records of items submitted for surplus. Maintain inventory records as additions and removals occur. Verify IT inventory tags, when requested. Confirm accuracy of inventory annually.
• Provides back up support to Operations Manager.
• Updates/Maintains accuracy of Purchasing Manual.
• Other duties as necessary/required

QUALIFICATIONS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school education.
• Ability to meet deadlines.
• Advanced aptitude with figures.
• Knowledge of district court functions preferred.
• Must have valid driver’s license, reliable method of transportation and the willingness and ability to travel to district court offices throughout the county as required.
• Above average computer experience (data entry, word processing, Excel).
• Pleasant telephone and interpersonal skills and the ability to interact effectively with personnel, other internal departments and outside vendors.
• Strong organizational skills.
• Self-starter with the ability to work independently.

Position:

Administrative Analyst

FUNCTIONAL REQUIREMENTS:

Physical Demands: (Check all that apply)

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