Administrative Assistant

Location: Orlando Florida (Onsite)
Duration: 1 Year Contract
Employment Type: W2

Position Description

Job Purpose

Provide administrative support 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 request/report. Assist in preparing agenda item packages going to the commission. Maintain American Express procurement card statements. Collaborate and back up other administrative staff. Process invoice payments and approvals.

Primary Functions

• Assist in preparing commission agenda items (i.e. generating supporting documentation and contacting vendors or internal customers to generate work orders).
• Back up administrative assistants and executive assistants when out of the office (i.e. payroll office supplies route incoming mail).
• Assist in the development of the annual operating budget with the budget team and accounting.
• Compile create prepare or review reports and records including:
  • 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 payroll-related activities including:
  • Time entry
  • Error correction
  • Time balances
  • Mileage
  • Reimbursements
  • Out-of-class calculations
  • Payroll approval preparation
• Maintain hard-copy and electronic office files including:
  • Employee records
  • Timesheets
  • Business expense reports
  • Employee change notices
  • Procurement card envelopes
• Schedule meetings and coordinate major department functions.
• Distribute mail.
• Generate and/or edit PowerPoint presentations.
• Review budget information for multiple business units and follow up on required corrections.
• 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 department tools and materials.
• Provide support for purchasing activities 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.

Required Skills

Working Knowledge of

• Procurement process
• Administrative financial practices and procedures

Familiarity With

• Software applications including:
  • JD Edwards EnterpriseOne
  • Chrome River
  • Tungsten Network
  • Documentum
  • Insight (Console)
• Related industry organizational and departmental regulatory guidelines best practices and procedures

Ability To

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

Required Experience

• Minimum of three (3) years of experience in a mid to advanced-level administrative role.
• Florida Public Notary License preferred.
• Associates degree from an accredited college or university preferred.
• Additional experience in the functional area of assignment may be preferred.

Required Skills:

Administrative AssistancePayrollOffice Administration