Administrative Assistant

We are searching for an experienced Administrative Assistant as a full-time Regular Employee to support the Human Resources Department at the Central Florida Tourism Oversight District!

Position Summary:
Provide administrative assistance to the Department Director and Human Resources Team, working within the limits of standard or accepted practice.

Essential Functions:

• Answer telephones, respond to inquiries or refer caller to appropriate staff. Greet visitors; determine nature of business, and direct visitors to appropriate area.
• Manage department calendars. Schedule meetings, travel, and conferences as required. Maintain regular contact with other departments within the District to coordinate schedules and reserve meeting rooms.
• Prepare agendas and all related correspondence for Department Manager. Prepare reports, presentations and other documents as requested by the Department Manager.
• Take and prepare minutes for meetings.
• Coordinate department special events, catering and facilities as applicable.
• Prepare and process expense reports and departmental invoice processing.
• Assist with Departmental Budget preparation and the information gathering process.
• Scan and index documents into the document management system(s). Maintain department paper and electronic filing systems. Maintain and enter data into systems.
• Receive, organize and compile incoming mail for all staff of the department. Open, sort and deliver mail to appropriate destination(s).
• Research vendors as requested. Coordinate and process equipment and supply orders and deliveries with designated vendors. Submit equipment and supply requirements through contracts work flow as required. Submit appropriate invoices for payment processing, receiving ordered items and documenting receipt as such.
• Monitor supply levels and requisition equipment and supplies as appropriate.
• Act as liaison with other District departments, customers, external contacts and vendors as required.

Other Duties:

• Perform or assist with any operations, as required to maintain workflow and to meet schedules and quality requirements.
• Use, update, and administer any department specific software, hardware, and platforms as needed.
• Participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, and policies.
• Perform other related duties as assigned.

Competency:

• Proficient in Microsoft Office software including Excel, Word, Outlook, Power Point, and other required software.
• Demonstrate knowledge and competency of office methods, procedures and practices.
• Excellent passive listening, oral and written communications skills.
• Demonstrate exceptional organizational skills.
• Demonstrate excellent customer service skills.
• Ability to manage multiple tasks and achieve deadlines under pressure.
• Knowledge of fundamental department concepts, practices and procedures.
• Maintain a level of professionalism with respect for confidentiality and discretion.
• Maintain exceptional relationships with key internal and external parties through collaboration.

Required Qualifications:

Education/Experience Requirements:

• High School Diploma
• Three to five years of experience in a professional office environment, in a comparable position.

Other Requirements:

• The following requirements are representative of those that must be met by an employee to successfully perform the essential functions of this job and is not intended to be inclusive.
• Reasonable accommodation(s) may be made to enable individuals with disabilities, as defined by law, to perform any essential functions.

Driving Requirements:
Must possess a valid Florida State Driver's license and maintain eligibility under the District's commercial vehicle program.

Physical Demands:
While engaging in the duties of this position the Employee performs lifting and/or carrying of up to 50 lbs. occasionally and 10 lbs. frequently. Employee sits constantly. Employee stands and walks occasionally. Employee occasionally bends/stoops/crouches and pushes/pulls. Employee uses their hand(s)/arm(s) to reach in any direction and seize, grasp, hold and turn object using hand(s). Employee uses fingers, versus whole hand, to pick, pinch and feel objects. Employee sees, talk and hear as they communicate with others in person, electronically or by phone.

Employee will operate motor vehicle(s) that involve the use of hand/foot controls.
The wage range for this position is $41,756.00 - 55,692.00 annually.

In addition to a competitive compensation package, the District participates in the Florida Retirement System (FRS) for its retirement benefits, and offers great medical, dental and vision benefits, fitness center access, comprehensive wellness program, work/life balance, perks and more!

Job Type: Full-time

Pay: $41,756.00 - $55,692.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Are you willing to accept a compensation proposal between $46,042.00 - $61,389.00 annually?

Are you claiming veteran's preference?

Education:

• High school or equivalent (Required)

Experience:

• administrative clerical: 1 year (Required)

Ability to Relocate:

• Orlando, FL 32830: Relocate before starting work (Required)

Work Location: In person