What are the responsibilities and job description for the Administrative Assistant III position at Tricon Solutions?
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 back-up other administrative staff. Process invoice payments and approvals.
Primary FunctionsCoordinate 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 payroll-related activities (e.g., time entry, correct errors, time balance, mileage, reimbursements, calculate out of class, and prepare for approval).
Maintain hard-copy 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 department's 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.
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.)
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
High school diploma or GED
