Administrative Operations Specialist

Location: Orlando, FL 32822
Duration: 3-4 months contract on W2

Position Description

Job Purpose:
Provide advanced operational and administrative support for an assigned Business Unit or department. Coordinate the administrative and program operations of the department, to include: reviewing and researching data; developing reports and recommendations; coordinating budgets; maintaining documentation; and supporting departmental customers. Provide clerical and data entry support to the Security Department by collaborating with the Sr. Data Analyst, Security System Administrator, and Security Administrative Assistant III to accurately update contractor entries in EnterpriseOne and the Genetec Access Control Management System.

Primary Functions

• Collect, verify, and maintain a variety of departmental program performance, operational, budget, and financial data.

• Review and research data results, provide recommendations, and prepare related reports for management and/or external entities; may be required to provide financial, statistical, and/or technical analysis/reports.

• Participate in forecasting the department’s operational activities and work volumes.

• Provide related research, recommendations, and/or scheduling of employees and resources.

• Coordinate assigned departmental programs, projects, and activities; respond to program customers to identify needs and resolve issues; act as a resource for other departments.

• Identify and research gaps in departmental programs; identify opportunities and recommend and/or implement improvements.

• Research and recommend new technologies, programs, and procedures.

• Participate in developing and maintaining departmental and/or operational budgets; identify and research budget and financial variances.

• Maintain and review departmental contracts, documents, policies, and manuals; help ensure compliance with related regulations and agreements.

• Participate in coordinating departmental administrative activities, to include, but not limited to: creating purchase orders; approving invoices; coordinating events; and supporting employee management activities.

• Train staff on programs, procedures, budgeting, and/or department operations.

• Support operational software and technical applications related to the department.

• Perform other duties as assigned.

Skills Required

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

  • Enterprise resource planning (ERP) software (JD Edwards EnterpriseOne) and specialty software programs used to assemble business operations data in the functional area of assignment (billing, budget, accounting, workforce management, etc.).

  • Related industry, organizational, and departmental policies, practices, and procedures; legal guidelines, ordinances, and laws.

  • Customer Information System (CIS).

• Strong written, oral, and interpersonal communication skills.

• Ability to analyze business operations and financial data, identify problems/opportunities, interpret policies, and propose solutions.

• Able to prioritize and coordinate multiple projects to meet deadlines.

• Understand and apply technical and regulatory knowledge in the functional area of assignment.

• Develop a variety of reports, documents, manuals, and guides for the functional area of assignment.

• Ability to understand and apply governmental accounting practices in the maintenance of financial records.

• Ability to make arithmetic computations using whole numbers, fractions, and decimals; compute rates, ratios, and percentages.

• Ability to use Microsoft Office Suite (Word, Excel, Outlook, etc.) and standard office equipment (telephone, computer, copier, etc.).

Skills Preferred

• Collaborate with Sr. Data Analyst, Security System Administrator, and Security Administrative Assistant III to accurately update contractor entries in EnterpriseOne and Genetec Access Control Management System.

• Communicate effectively with OUC vendors, contractors, and Project Managers at OUC.

• Perform other duties as assigned.

Experience Required

• Minimum of two (2) years of providing support to business operations, to include one or more of the following responsibilities:

  • Project coordination

  • Budget/accounting coordination

  • Financial data research

  • Developing operational reports

  • Analysis of business operations

• Additional experience in the functional area of assignment may be preferred.

Experience Preferred

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

• Software applications (i.e., JD Edwards EnterpriseOne, Genetec Access Control Management System).

• Related industry, organizational, and departmental regulatory guidelines, best practices, and procedures.

Ability to:

• Use Microsoft Office Suite (Word, Excel, Outlook, etc.) and standard office equipment (telephone, computer, copier, etc.).

Education Required

• High school diploma or GED.

• Minimum of three (3) years of experience in a mid- to advanced-level administrative role.

• Additional experience in the functional area of assignment may be preferred.

Additional Information

Working Conditions:
This temporary position will be onsite at the Pershing Engineering Building (Security Office). No availability of remote work.

Physical Requirements:
This job consists of constant or very frequent speaking, hearing, reading, writing, typing, sitting, and repetitive motions.