Procurement & Administrative Assistant

County of Berks; Reading (Berks County); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Restaurant d'entreprise

Indemnités de stage/alternance

Job summary

The County of Berks seeks an Administrative Support Specialist to assist the Purchasing Department, coordinating daily office tasks, maintaining contract files, and supporting contract intake and routing. You will communicate with internal staff and external vendors to ensure timely information flow and compliance with procedures.

As a backup Buyer, you will prepare requisitions and purchase orders, obtain quotes, and help ensure procurement procedures and audit readiness are followed.

Qualifications

• Associate’s degree in Business Administration, Public Administration or related field.
• Four years of advanced administrative office experience.
• Any equivalent combination of experience and training providing required knowledge, skills and abilities.
• Demonstrate strong organizational and follow-through skills; able to plan, prioritize and complete tasks independently.
• Detail-oriented, proactive, able to handle multiple tasks.
• Working knowledge of ERP systems for requisitions, purchase orders, receiving and reporting, or willingness to learn.
• Analytical thinking and sound judgment; able to apply procurement procedures.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) to produce clear documents and spreadsheets.
• Excellent oral and written communication; strong interpersonal skills with staff, vendors, and the public.
• High ethical standards and commitment to confidentiality.
• Ability to meet deadlines, manage time and handle stress.
• Physical presence in the office is required.

Responsibilities

• Provide comprehensive administrative support including scheduling, recordkeeping, mail processing, document preparation and filing to ensure smooth department operations.
• Maintain organized electronic and physical files; manage department logs, trackers and routine reports.
• Assist with contract intake, tracking, routing for review and approval, and maintain complete, accurate contract files.
• Monitor workflow milestones and provide timely status updates to staff and stakeholders.
• Serve as a backup Buyer and prepare and submit requisitions and purchase orders in the County ERP system.
• Coordinate supplier communications for quotes, confirmations, and delivery follow-ups; assist in routine purchasing decisions.
• Resolve routine procurement issues such as documentation gaps, PO modifications/cancellations, receiving updates; support audit readiness.
• Ensure compliance with County procurement policies, contract administration procedures and records retention standards.
• Assist with drafting, updating and organizing department SOPs.
• Support responses to Right to Know Requests.
• Communicate professionally with internal departments and vendors to facilitate timely information sharing and issue resolution.
• Provide logistics support and assist with special projects as assigned by Director or Deputy Director.

Job description

The County of Berks seeks an Administrative Support Specialist to assist the Purchasing Department, coordinating daily office tasks, maintaining contract files, and supporting contract intake and routing. You will communicate with internal staff and external vendors to ensure timely information flow and compliance with procedures.

As a backup Buyer, you will prepare requisitions and purchase orders, obtain quotes, and help ensure procurement procedures and audit readiness are followed.