Administrative Support

Administrative Support

Location: Tampa, FL 33605

Position: 3 Months Contract

Work Environment: Cubicle, working to support the executive assistant team and the office with various matters. Parking garage available. Parking will be validated/covered.

Candidate Responsibilities

Front Desk Support:

• Serves as initial point of contact for the Front Desk of the Executive Offices at HART's Ybor City location, answering the central telephone system and directing calls accordingly.
• Greets and directs visitors to HART. Assists visitors, HART employees, and the public with general questions; responds to inquiries from associates, and visitors, and refers, when necessary, to the appropriate person, official, or department head.
• Maintains accurate and complete sign-in/sign-out procedures; ensures knowledge of visitor and associate location.
• Prepares and processes all incoming and outgoing mail. Receives and routes incoming/outgoing mail to the departments.

Administrative Assistant Support:

• Provides administrative support to department associates located at the Ybor City location facility when needed. Composes, types, and distributes meeting notes, correspondence, forms, and reports of moderate complexity and highly confidential nature.
• Creates and maintains forms and spreadsheets to support department functions and track activities and deadlines. Generate reports and gather statistical data as requested.
• Maintains and controls the department's files, hard and electronic copies, and serves as file manager for the department.
• Identifies and resolves problems in accordance with established procedures and parameters with minimal supervision.
• Attends and assists staff at public outreaches, trainings, meetings, and interviews. Records notes or minutes of meetings and/or interviews.
• Schedules and confirms conferences, meetings, and appointments for the department.
• Schedules and coordinates business travel arrangements for the departmental staff members; reviews, assists and prepares travel expense reports and submits to the Finance Department for reimbursement.
• May complete and monitor purchase requisitions, correspondence and internal request forms.
• Provides ongoing assistance and training to the department staff involving the usage of various office machines, tools and equipment.
• Performs other duties as assigned.

Skill Matrix

Skill - Required No. of Years - Actual Years of Experience

Ability to speak and understand English - Required

High School Diploma - Must

Able to pass a drug screen and MVR - Required

2 years' experience as an administrative support person in a professional office - 2 Years

Microsoft Office including Outlook, Word, Excel and PowerPoint - 2 Years

Excellent verbal, written and interpersonal skills - Required

Excellent typing and data entry - Required

Experience in public facing and individuals who may be rude or irate - Required

Questions to be answered by Candidate:

1. If applicable (safety sensitive positions), do you attest that your candidate has provided consent to random drug testing pursuant to section 11.3 of the master contract?
2. If applicable (safety sensitive positions), do you attest that your candidate is willing to adhere to any customer dress/safety equipment requirements, in compliance with ANSI and OSHA, and that such equipment will be provided at your company's/candidate's expense?
3. Is your candidate aware this is a contract/temporary position, and the agency does not offer benefits including PTO and paid holidays?
4. Does your candidate have any pre-planned time off, including doctor appointments within the 1st 90 days?
5. Does your candidate have experience managing a multi-line phone system?
6. Does your candidate have experience working in a public facing role?