Administrative Assistant II

Administrative Assistant II

Location: Orlando, FL
Job Type: Contract W2
Schedule: Standard | Full-Time (40 hrs/week) | Monday-Friday onsite for the first 90 days, then evaluated for hybrid (one remote day per week)
Expected Duration: 1 year

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);

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

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

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

• Review, reallocate, and reconcile, procurement card charges;

• Complete, process, review and finalize payroll related activities (i.e. time entry, correct errors, time balance, mileage, reimbursements, calculate out of class, and prepare for approval);

• Maintain hard-copy and electronic office files (i.e. employee, time-sheets, business expense reports, employee change notices, procurement card envelopes);

• Schedule meetings and coordinate major department functions;

• Distribute mail;

• Generate and/or edit power point presentations;

• Review budget info 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 department’s tools & materials. Provide support for purchasing activity involving requirements for RFPs, bid proposals, and contracts 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 Required

• Working knowledge of all, but not limited to, the following:

  • Procurement process;

  • Administrative financial practices and procedures;

• Familiarity with all, but not limited to, the following:

  • Software applications (i.e. 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.).

Experience Required

• 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

Education Required

• High school diploma or GED