Job Description

Executive Secretaries and Executive Administrative Assistants

Duties and Responsibilities:

• Respond to all customer inquiries within two hours and process all customer orders within 24 hours. 
• Email order confirmations to customers within 24 hours.
• Complete the Requests for Approval (RPA) for all new requests received.
• Manage and maintain the Dade County Ricoh account copier/fax repair and maintenance with TGI.
• Coordinate and scheduled all the turn-ins to the ISD County Store.
• Assist with the glass top request for courtrooms and judge's chambers. Request quotes from vendor, organize and schedule all the moves.
• Manage the Dade County Telecommunication account. 
• Assist the end users with cellular phone request such as new phones, air cards, replacements, and other phone accessories required.
• Assist with the judicial rotations; move judges and staffs to different court location within the Dade County.
• Manage the Dade County Nestle Waters account by assisting the Client staffs with their request; for example, requesting bottles water and water coolers from the vendor for our end users.
• Assist our Judges and Directors with their publication request. For example, contacting the vendors to provide access or to reset the end users online account to the FLW, DBR. 
• Order books from LexisNexis, James Publishing and the Florida Bar. Renew the Miami Herald Subscription, West publishing, etc.
• Obtain quotes for all purchases. 
• Receive invoices and match them to the Purchase Orders for payment.
• Research invoices and payments.
• Manage the Dade County Uniform Account and the Judicial robes accounts. Request approval to purchase new judicial robes for new and current judges. 
• Provide letters to the bailiffs and the court security monitors to obtain their uniforms.
• Request the repairs and dry-cleaning services for the judicial robes and the bailiffs' uniforms.
• Use the State MFMP computer program and various tools to create PO's, monitoring processed invoices.
• Use the Works system to process and to reconcile the pending P-Card transactions.
• Keep record of the encumbrances report to monitor the balances of my POs for the fiscal year, which involves tracking present orders and requesting additional dollars, or liquidation dollars that are no longer needed.

Skills:

• Clear and effective communication.
• Cutting-edge office procedures and practices.
• Active listening.
• Efficient and courteous public approach.
• Proper data management.
• Policies and procedures adherence.
• Document filing and management.
• Work assignments planning and coordination.
• Professional relationships establishment.
• Teamwork.

**BG Check will take place at client end**

Dress Code: Business Casual

Time Availability: M - F / 8 am - 5 pm

Location: Miami, FL

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