Administrative Assistant

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.

• 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 Foot Prints 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.

• Administrative financial practices and procedures

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

• 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.).

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

Administrative Assistance,Payroll,Office Administration