Purchasing/Contracts/Finance Intern - County Executive Office (unpaid internship)
Name and Location of Agency/Department Requesting Intern:
County Executive Office
Information & Technology
Santa Ana, CA 92705
Functions of Agency/Department:
The County Executive Office/Information & Technology division (CEO/IT) provides a variety of IT services to County of Orange agencies/departments. The current CEO/IT's role in the Orange County IT system is to (1) provide leadership in Countywide strategic IT initiatives, and (2) provide shared IT data services and telephone services.
Interns will assist staff with day-to-day activities within a governmental department. Depending upon their level of experience, interns will perform basic duties/assignments related to purchasing, buying and/or contracts as well as activities that may include application of higher-level skills acquired through academic instruction or professional training. Interns may also assist County Buyers in obtaining, tabulating and analyzing product and bid information.
Purchasing/contract/finance-related duties include assisting staff with one or more of the following projects:
Check requisitions for completeness and correctness; review and analyze requisitions, grouping items to facilitate purchase; identify possible vendors.
Recapitulate bids received from vendors for correctness; compare prices, calculate discounts, review delivery conditions and products offered in order to insure proper quality and advantageous price; identify lowest bidder and make recommendations to Buyer.
Consult with agencies/departments to better clarify their needs; follow up on delivery of orders placed; resolve problems concerning damaged goods, failure to deliver on time or incorrect merchandise; resolve problems in billing and payment and assist in expediting payment; provide data to Buyer for further evaluation.
Collect data, conduct studies and surveys for purchase contracts and assist in collecting and evaluating data, analyzing bids and preparing status or statistical reports; follow departmental policy rules and regulations governing purchasing activities.
Office-related duties include assisting staff with one or more of the following projects:
Process work utilizing current versions of Microsoft Office Suite, including Excel, Word, PowerPoint and Visio.
Enter and retrieve data using several automated programs or formats.
Format and generate reports, charts and graphs and maintain workload statistics.
Operate, maintain and troubleshoot peripheral equipment such as scanners, printers, disk drives.
Develop, duplicate, store and maintain digital files.
This position is best suited for students or recent graduates, with a strong interest in purchasing, contracts and/or finance with coursework/majors in Business, Finance, Public Administration, Law or related fields.
Skills, Training or Qualifications:
Ideal candidates demonstrate excellent written and oral communication skills; ability to research information using various resources in order to prepare reports and other correspondence; advanced experience with Microsoft Office Suite, including Excel, Word, PowerPoint and Visio; ability to organize and prioritize various projects and meet deadlines; and ability to work with a supervisor in a fast-paced environment. Professional appearance and business attire are required.
Additional qualifications include knowledge, skills and/or experience related to the following areas:
General knowledge of business administration, modern office procedures, and business mathematics (add, subtract, multiply and divide, use common units of measure and make calculations such as interest, discount, shipping charges, etc.).
General knowledge of methods and procedures used in the preparation and presentation of written and oral reports, relating to bids and contracts.
Some knowledge of the principles, methods and procedures used in the purchase of materials, supplies and equipment.
Knowledge of buying and cost/value analysis, general law of contracts, and business accounting terminology.
Understanding of budgetary accounts and controls to insure purchases are properly charged and do not exceed authorized funds.
Ability to conduct simple market research and compare types of products and product specifications.
Ability to provide detailed and accurate administrative support.
Minimum 16 - 20 hours per week for 3 - 6 months. Hours must be scheduled during regular business hours (Monday through Friday between 8 a.m. and 4:30 p.m.). Applicants able to schedule the maximum hours/duration listed for the internship typically gain a more in-depth experience.
Benefits Available to Intern:
Although the internship is an unpaid position that does not lead to paid employment, students and recent graduates are offered an excellent opportunity to:
Build resumes/work history and explore career options
Apply skills and knowledge acquired in an academic setting to the workplace
Making Orange County a safe, healthy, and fulfilling place to live, work, and play, today and for generations to come, by providing outstanding, cost-effective regional public services.
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