ADMINISTRATIVE ASSISTANT I - 72001278 1 1

Administrative Assistant I

The incumbent in this position provides customer service support for the Grizzle Building in Largo, Florida. The incumbent performs a variety of administrative duties and must independently handle office operations when needed.

Administrative Duties:

• Receives and processes daily mail, reviewing and routing accordingly.
• Receives and processes travel reimbursement vouchers for staff's vicinity, training, and travel.
• Maintains office files, processing all paperwork.
• Assists Facilities Manager in compiling data and completed forms for monthly operating reports.
• Processes personnel information as required.
• Orders and maintains office supplies.
• Fields tenant calls for cleaning service requests and complaints.
• Assists in conducting daily administrative activities and/or directions, special projects or activities with the Facilities Manager and maintenance staff.
• Assists Facilities Manager and maintenance staff as needed on various special projects, and for compiling of contract data for compliance and record maintenance (security, lawn care & custodial contracts).
• Performs special assignments for multiple properties as required.
• Interprets established policy and provides information for resolution of problems.
• Back up the following duties: Process monthly vehicle logs/WEX report. Process travel authorizations and reimbursements. Process or assist with MFMP orders and invoices.

Purchasing Duties:

• Coordinates collection and presentation of data for use in preparation of budgets.
• Installs budget control methods concerning all phases of budget.
• Keeps track of spreadsheets as directed for budget control.
• Receives requisitions and processes them through E Procurement System as applicable.
• Obtains and processes phone quotations for building repairs, materials, or services from vendors for all facilities.
• Follows up on status of orders, ensuring their completion and approval in a timely manner.
• Phone calls to coordinate scheduling of services and payment of such with vendors.
• Prepare and process daily transmittals for VISA payments to vendors for all sites.

Other Miscellaneous Duties:

• Serves as the point of contact for the DMS office for the Tampa Group, conducting themselves in a courteous and professional manner.
• Represents the department when dealing with agency tenants, clients, and the general public.
• Processes and coordinates tenant signage requests.
• Books conference rooms to be used by tenant agencies, processing applications for After Hours Use of Facility.
• Processes Sonitrol security access requests for tenants, issues corresponding access cards.

Knowledge, Skills, and Abilities:

• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

Licensure/registration/certification requirements:

• Valid and applicable driver's license is required.

Minimum Qualifications:

• Three years of secretarial or clerical work experience.
• Valid driver's license.
• Prolonged periods of sedentary work which involves repetitive motion.

Location: Largo, FL, US, 33770