Administrative Assistant III

Location: 100 West Anderson Street Orlando FL 32801

Type: 6 months contract to hire on W2

Summary

This is a Temp to Hire role for a Sr. Administrative professional with advanced administrative support experience and a great opportunity to become fulltime with one of the largest municipal utility organization in Florida.

Job Purpose

Provide advanced administrative support accurately and independently to management and department staff. Perform all administrative functions such as handling correspondences memos time reporting payroll and scheduling meetings. Prepare reports budgets and administrative forms. Maintain employee files and prepare employees travel business expense requests/reports. Prepare agenda item packages going to the commission. Maintain American Express procurement card statements. Collaborate and backup other administrative staff. Process invoice payments and approvals.

Primary Functions

• Coordinate the development of commission agenda items (e.g. write/review for proper standards grammatical style structure requirements and format) ensure all supporting documentation is attached meet submission deadlines.

• Backup administrative assistants and executive assistants when out of the office (e.g. payroll office supplies route incoming mail).

• Assist in the development of annual operation budget with the budget team and accounting.

• Compile create prepare or review reports and records (e.g. meeting minutes memos business expense requests/reports employee change notices performance improvement plans work orders HR requisitions).

• Review reallocate and reconcile procurement card charges.

• Complete process review and finalize payrollrelated activities (e.g. time entry correct errors time balance mileage reimbursements calculate out of class and prepare for approval).

• Maintain hardcopy and electronic office files (e.g. employee files timesheets business expense reports employee change notices procurement card envelopes).

• Schedule meetings manage contacts and coordinate major department functions.

• Distribute mail.

• Generate and/or edit PowerPoint presentations.

• Review budget information for multiple business units and follow up on corrections to be made.

• Verify prepare and approve vendor invoices in Tungsten Network.

• Order and maintain office supplies inventory.

• Compile verify and enter requisitions across systems. Generate and process requisitions for the purchase of departments tools & materials. Provide support for purchasing activity involving requirements for RFPs bid proposals and contract renewals.

• Enter footprints tickets for equipment software new hires system access and security access.

• Provide training to administrative assistants and business unit staff on systems processes and procedures.

• Perform other duties as assigned.

Skills

• Working knowledge of:

  • Procurement process

  • Administrative financial practices and procedures

  • Software applications (e.g. JD Edwards EnterpriseOne Chrome River Tungsten Network Documentum Insight console)

• Familiarity with:

  • Related industry organizational and departmental regulatory guidelines best practices and procedures

• Ability to:

  • Apply financial understanding when providing business solutions to the business unit

  • Clearly and effectively communicate with departmental staff

  • Understand and apply governmental accounting practices in the maintenance of financial records

  • Make arithmetic computations using whole numbers fractions and decimals; compute rates ratios and percentages

  • Use Microsoft Office Suite (Word Excel Outlook etc.) and standard office equipment (telephone computer copier etc.)

Experience

• Minimum of five (5) years of experience in a mid to advanced level administrative role

• Associate degree from an accredited college or university preferred

• Additional experience in the functional area of assignment may be preferred

• Florida public notary license preferred

Education

• High school diploma or GED

Administrative Assistant,Filing,Correspondences,Memos,Payroll,Employee Files,Procurement,Invoice Processing