Administrative Assistant

Administrative Specialist

Software Guidance & Assistance, Inc., (SGA), is searching for an Administrative Specialist for a contract assignment with one of our premier Utility Services clients in Tampa, FL. This will be onsite in Tampa 4 days a week (typically M-Thurs), the role requires 2+ years' experience in a similar administrative capacity, and working knowledge of MS Word, Excel and Outlook.

Responsibilities

Work with limited supervision to perform a variety of complex administrative duties for the Advanced Distribution Infrastructure team. Involves communication and coordination with internal personnel, vendors, contractors, and external customers as required. Serve as the SAP partner to the lead administrative specialist, assisting with originating reports, reviewing limits, and processing purchase requisitions and invoices. Includes maintaining record-keeping activities and reporting for the department. Perform general office duties such as typing, maintaining files, record-keeping activities, and handling confidential data. Monitor inventory levels of office supplies and initiate purchase orders as necessary. Process incoming vendor invoices, receive, prioritize, and distribute incoming mail, photocopy, collate and assemble documents, and review and answer routine correspondence. Communicate with internal and external customers, take detailed messages, and convey them to appropriate personnel. Respond to general inquiries and telephone calls by researching information and making decisions on routine matters as authorized or delegated. Assist in resolving moderately complex problems and refer more complex issues to the manager. Schedule internal and external meetings and appointments, notify attendees, and make necessary arrangements as directed. Coordinate simple travel arrangements, prepare meeting materials such as agendas, handouts, and presentations, and may take minutes for departmental meetings. Prepare and process forms, documents, and requisitions following standard procedures. Maintain logs and records of area activities, calculate various data such as payroll summaries and financial information, and assist in the coordination and data collection for smaller, less complex budgets. Create and maintain basic charts, graphs, spreadsheets, and databases. Prepare summary information for manager review, update recurring and routine internal reports, and collect and verify data. Check documents for accuracy and completeness, cross-reference information, and verify compliance with regulations and procedures. Handle or assist in segments of projects, perform additional duties and responsibilities, and assist other personnel as needed. Support emergency response plans by assisting office personnel with communication and handling support requests within the team and company. Provide support to the workflow analyst and lead administrative specialist during emergency responses. Relationships: Internal: Interacts and communicates at all levels of the organization / External: consultants, vendors, system integrators, etc.

Required Skills

High School diploma or GED required. Minimum two years of administrative support or other relevant office experience required. May consider TEC/PGS call center experience involving special assignments/projects relatable to the required Knowledge/ Skills/Abilities defined. A college degree from an accredited institution may be considered in lieu of up to 1 year of the required experience. Expected to be at the office 4 days per week. Occasional travel and storm restoration overtime is required. Ability to operate a variety of basic and complex office equipment; Must have effective computer skills in creating and maintaining basic spreadsheets, graphic material presentation, system downloads, running reports, data entry and word processing. Ability to resolve a variety of issues/topics of fairly non-routine nature with some independence or through referencing documentation and manuals/guidelines. Speaks up on Safety, Health and the Environment. Takes Ownership and Acts with Integrity. Drives Operational Excellence for Customers. Builds Strong, Collaborative Relationships. Cultivates Innovation and Embraces Change. Thinks Strategically and Exercises Sound Judgment.

Preferred Skills

Two years of direct administrative assistance work in an office environment; Experience in a utility environment. Working knowledge of MS Word, Excel and Outlook.