Administrative Assistant III - Temp

Administrative Assistant III

Client: Public Utility Company
Location: Orlando, FL
Assignment Type: Temporary - 2-Month Assignment
Work Arrangement: Hybrid — Expected onsite Tuesday through Thursday, or additional days based on business needs. Typically hybrid on Mondays and Fridays.

Position Description

Job Purpose

Provide advanced administrative support accurately and independently to management and department staff. Perform all administrative functions such as handling correspondence, 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 with and back up other administrative staff. Process invoice payments and approvals.

Primary Functions

• Coordinate the development of commission agenda items (i.e., write/review [review proper standards, grammatical style, structure, requirements, and format], ensure all supporting documentation is attached, and meet submission deadlines).

• 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 operation budget with the 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 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 the department’s tools and 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.

Skills Required

Working Knowledge

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

• Procurement process.

• Administrative financial practices and procedures.

• Software applications, including:

  • JD Edwards EnterpriseOne

  • Chrome River

  • Tungsten Network

  • Documentum

  • Insight (console)

Familiarity

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

• 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.).

Experience Required

• 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.

Experience Preferred

• Associate degree from an accredited college or university preferred.

Education Required

• High school diploma or GED.

Additional Information

Expected onsite days are Tuesday through Thursday, or additional days pending business needs. Hybrid typically on Mondays and Fridays.