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 request/report. Prepare agenda item packages going to the commission. Maintain visa procurement card statements. Collaborate 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, meet submission deadlines);
• Backup administrative assistants and executive assistants when out of the office – (i.e. payroll, office supplies, route incoming mail);
• Assist in the development of annual operation budget with 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, time-sheets, business expense reports, employee change notices, procurement card envelopes);
• Schedule meetings, manage contacts, and coordinate major department functions;
• Distribute mail;
• Generate and/or edit power point presentations;
• Review budget info 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 contracts 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.

Technical Requirements:

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

• Procurement process;
• Administrative financial practices and procedures;
• Software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console]);

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

• Related industry, organizational and departmental regulatory guidelines, best practices, and procedures.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving. 
• Excellent written and verbal communication skills. 
• Strong organizational skills with the ability to multi-task. 
• Ability to interpret policies and procedures. 

• Ability to:

• Apply financial understanding when providing business solutions to the business unit;
• Clearly and effectively communication 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.).

Education/ Certification/ Years of Experience Requirements:

• High school diploma or GED
• Minimum of five (5) years of experience in a mid to advanced level administrative role
• Associates degree from an accredited college or university, preferred
• Additional experience in the functional area of assignment, preferred
• Florida public notary license, preferred.

Working Conditions:

This job is absent of disagreeable conditions.

Physical Requirements:

This job consists of constant or very frequent speaking, hearing, reading, writing, typing, sitting, and repetitive motions. This job may occasionally consist of driving a company vehicle, reaching over head, and climbing (ladders, stairs, hills, etc.).