Secretary I na Polk County BoCC

SECRETARY I

PROCUREMENT

Pay Range:  $16.37 - $23.75 hourly ($34,049.60 - $49,400.00/annually) paygrade 7 

Shift: Monday - Friday, 8:00 AM - 5:00 PM (40 Hours/Week)

Location: 330 West Church Street, Bartow FL 33830

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

**Internal Candidates should apply via Polk One - Me Section**

Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION

Provides clerical, administrative, and technical support to the Procurement Division.
Serves as a primary point of contact for vendors, coordinates solicitation postings and updates, maintains procurement records, manages vendor registration processes, and ensures compliance with established procedures, timelines, and accessibility requirements.

ILLUSTRATIVE DUTIES

Administrative Support

• Answers the main division phone line, transferring calls to appropriate staff, other divisions, or elected officials, and responds to vendor inquiries regarding registration, solicitations, and procurement procedures.
• Serves as primary vendor contact for resolving registration challenges and providing guidance on processes.
• Registers and tracks vendor training sessions conducted online or by phone.
• Acts as division payroll lead, managing time submissions and payroll-related matters.
• Handles routine mail duties for the division and manages all FedEx and UPS deliveries for all divisions within the Administrative Building.

Document Preparation and Record Management

• Posts solicitations, addendums, solicitation status updates, and attachments to the Procurement website in a timely manner.
• Manages solicitations on the Procurement website, ensuring timely posting, updating, and removal of outdated items.
• Reviews, approves, or rejects vendor registrations in the Oracle Supplier Portal in accordance with established procedures.
• Prepares solicitation documents to ensure ADA compliance before distribution to vendors via Constant Contact or similar software.
• Manages Constant Contact software, including sending solicitations, verifying vendor receipt and engagement, and producing performance reports.
• Updates and monitors the division’s solicitation log program to ensure complete and accurate data entry.
• Maintains a comprehensive declared state of emergency solicitation inventory, including all documents and backup records.
• Maintain the division’s comprehensive contract filing system utilizing best practices. 

Project and Task Coordination

• Independently follows up on assignments, projects, and postings to ensure deadlines are met and requirements are fulfilled.
• Coordinates with vendors, employees, and officials via phone, email, or in person to provide information and resolve issues.
• Schedule all solicitation meetings necessary for Analysts including but not limited to RFP meetings, pre-award meetings and vendor complaint meetings, etc. Meetings are typically comprised of various county staff, elected officials, vendors, and citizens. 

Other Related Duties

• Operates office machines and equipment, providing basic maintenance as needed.
• Performs related duties as assigned.

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of:

• Business English, punctuation, spelling, and arithmetic.
• General office practices, procedures, and recordkeeping methods.

Skills in:

• Using personal computers, procurement software, and office equipment relevant to the work unit.
• Managing multiple priorities in a deadline-driven environment.

Ability to:

• Work independently while following established routines and practices.
• Learn and apply procurement-specific administrative and technical tasks.
• Prepare and draft accurate correspondence, reports, and procurement-related materials.
• Perform mathematical computations accurately.
• Interact courteously and effectively with vendors, employees, officials, and the public.
• Operate and maintain office machines and equipment.

MINIMUM QUALIFICATIONS

• Graduate of an accredited high school or possess an acceptable equivalency diploma, and have a minimum of two (2) years of secretarial, administrative, or clerical related work experience.
• Must be able to type a minimum of 40 CWPM with a maximum of 10 errors.
• Must be able to utilize all features of word processing, procurement management software, and other required systems, as well as personal computers, as utilized by the assigned work unit.

• Valid Driver’s license required; must obtain a Florida license upon employment. Must maintain a clean driving record to operate an assigned county vehicle.

• A comparable amount of training and related experience may be substituted for the minimum qualifications.

SPECIAL REQUIREMENTS

All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location, and work schedule to fit the needs of the County and its citizens.