Administrative/Buyer Assistant Position (Purchasing Department)

About the company

County of Berks

Government administration · 1,001 to 5,000 employees

What you'll do

• Provide comprehensive administrative support, including scheduling, recordkeeping, mail processing, document preparation, and filing to ensure smooth department operations. 
• Maintain organized electronic and physical files, and manage department logs, trackers, and routine reports.
• Assist with contract intake, tracking, routing for review and approval, and maintain complete and 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 quote requests, confirmations, delivery follow‑ups, and assist in routine purchasing decisions in alignment with County procurement procedures. 
• Resolve routine procurement issues such as documentation gaps, purchase order modifications or cancellations, receiving updates, and support audit readiness by ensuring complete and compliant records.
• Ensure compliance with County procurement policies, contract administration procedures, records retention standards, and audit requirements. 
• Assist with drafting, updating, and organizing department standard operating procedures.
• Support responses to Right to Know Requests.
• Communicate professionally with internal departments and vendors to facilitate timely, accurate information sharing and issue resolution. 
• Provide logistics support and assist with special projects as assigned by the Director and/or Deputy Director.
• Associate’s Degree in Business Administration, Public Administration, or closely related subject.
• Four years of experience in advanced administrative office experience.
• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
• Demonstrate strong organizational and follow‑through skills, with the ability to plan, prioritize, and complete assignments independently. 
• Detail oriented, proactive, and able to manage multiple tasks effectively.
• Working knowledge of ERP systems for requisitions, purchase orders, receiving, and reporting, or a strong willingness and ability to learn. 
• Analytical thinking and sound judgment, with the ability to interpret and consistently apply basic procurement procedures. 
• Advanced proficiency in Microsoft Office Suite applications, including Word, Excel, and PowerPoint, with the ability to produce clear, accurate documents and spreadsheets. 
• Excellent oral and written communication skills, along with strong interpersonal abilities to build effective working relationships with staff, County departments, vendors, and the public. 
• High ethical standards and a commitment to confidentiality.
• Ability to follow written and verbal instructions with precision and initiative.
• Ability to meet deadlines and manage time effectively.
• Ability to handle stress.
• Physical presence in the office is required.

Key skills

Keywords for your resumePro

The words this employer's screening is likely to look for.