Professional - Office Support Associate

Job Title: Office Support Associate

Location: Jacksonville, FL 32202

6+ Months -Contract to Hire

Max Pay $21.50/hr w2

POSITION SUMMARY:
This position provides administrative support of advanced complexity for an assigned area. The position performs office workflow tasks which include procurement of office supplies and related items, scheduling meetings, assisting in resolution and follow-up of operational problems and coordinating department programs. Gathers and enters information from different systems, departments, sources or multiple data sets and reconcile, validate, resolve discrepancies and make corrections. The job requires working with documents, reports and correspondence within assigned department, between other areas and/or related to regulations, labor contracts and training. Additionally, provide administrative support for projects, participate as project team member. Responsible for handling documentation for P-cards, P.O.s, invoices, check requests and run, print and submit the department monthly budget report and assist in annual budget preparation.


SUPERVISION/DIRECTION RECEIVED: Under limited supervision where the work assignments are subject to instructions and established work routines and the worker has to rearrange the sequence based on changing work situations or workflow.


KNOWLEDGE, SKILLS & ABILITIES:
Knowledge of procedures, functions and specialized terminology of the unit to which assigned
Knowledge of standard office practices and procedures
Knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)
Ability to use word processing, spreadsheet and applications specific to the departmental functional programs i.e. MAXIMO, Oracle
Skill in operation of computer hardware and software including word processing, spreadsheet and software unique to functional area.
Skill in making and verifying mathematical and statistical calculations
Skill in establishing and maintaining information, record, document and file systems (electronic and manual)
Ability to understand and apply job related materials specific to area
Ability to prepare reports from general information
Ability to gather information from customers (internal and/or external), applicants and general public and communicate effectively (written and verbal)
Ability to establish and maintain effective working relationships inside and outside the client
Ability to follow oral and written instructions
Ability to grasp new ideas and learn new skills, technologies
Basic knowledge of accounting practices
General knowledge of safety practices
General ability to schedule and coordinate meetings and events within unit to which assigned


KNOWLEDGE, SKILLS & ABILITIES (con't):
Ability to understand and resolve unusual external and internal customer issues
Ability to work effectively across processes ensuring effective application of procedures, practices and measurements
Ability to develop improved office procedures, identify and resolve operational problems


EXAMPLES OF WORK:
Maintain adequate inventory of office supplies and related items, coordinate purchasing, arrange pick-ups and deliveries, distribute, coordinate repairs of office equipment
Maintain calendars, schedule, coordinate, type agendas and capture minutes for regular meetings: departmental, training, safety, apprentice subcommittees, conference calls
Schedule and coordinate other activities in department: luncheons, charities, blood drives, substance testing
Schedule appointment of field personnel with utility users, schedule and coordinate community events, schedule meetings with vendors
Coordinate travel and prepare expense reports
Gather, enter or update routine, easily available data, produce, save, print, submit, store or retrieve data files and reports
General research, interpretation and analysis of routine data, transform data into useful information, understand the effects and results of the information
In depth research, investigation of unusual data, analyze information from special situations or unique events, put together data from different systems, validate data, produce information leading to action or potential solution
Type, print, copy, maintain report and document files, in paper or electronic files, operate computer hardware and software, printers, copiers, fax machines and calculators
Prepare, distribute and file documents, forms, reports or correspondence of the area assigned, or concerning to other departments or with reference to external regulations, labor contracts, certifications and training
Produce and distribute monthly budget variance report
Process capital requisitions, procurement cards, purchase orders, invoice payments, check requests
Perform other job-related work as assigned.