Responsibilities:

• 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 American Express procurement card statements. Collaborate and back-up other administrative staff. Process invoice payments and approvals.
• 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

Qualification:

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