Administrative Assistant (Enterprise Solutions & Quality Assurance)

Hillsborough County Florida • Tampa, FL

390d • $34,320 - $44,616

About The Position

The Administrative Assistant for Enterprise Solutions & Quality Assurance at Hillsborough County, Florida, is responsible for performing administrative and data entry tasks related to Accounts Payable. This role requires a high level of organizational and time management skills, as the work is repetitive and fast-paced. The candidate will need to comprehend the entire Payables process and effectively communicate with suppliers and departmental staff. The position involves reviewing, scanning, and forwarding vendor invoices, as well as handling a high volume of invoices to meet daily processing standards.

Requirements

• High school diploma or GED
• 2 years of clerical experience
• Experience with Oracle and Oracle Intelligence Document Recognition (IDR)
• Strong organizational and time management skills
• Ability to effectively communicate with suppliers and departmental staff
• Proficient in English grammar, punctuation, and spelling
• Computer skills including data processing and word processing
• Typing skills and ability to perform clerical duties such as filing and answering phones.

Nice To Haves

• Experience in Accounts Payable processes
• Familiarity with office equipment operation
• Ability to instruct new employees

Responsibilities

• Maintains basic manual and automated file systems or assists in the maintenance of a large, complex system.
• Codes, classifies, posts and compiles information for use by others.
• Receives, verifies, and registers documents; assigns file number and affixes seal as appropriate.
• Reviews forms, documents and other materials for accuracy and completeness.
• Provides assistance to staff and public as required.
• Responds to inquiries and searches files for requested information.
• Compiles data, computes and verifies figures.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains logs and records of equipment, inventory, costs, services performed, documents received, and charges to be assessed; may also maintain employee attendance and leave records.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipates needed supplies, places, and expedites orders for supplies, and verifies receipt of supplies.
• Operates office equipment such as adding machines, copiers, telephones, shredders, and postage meters.
• Types forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials; types from rough drafts or combines data from multiple sources.
• Trains, provides guidance, and reviews work of others for completeness and accuracy.
• May be assigned the primary responsibility to drive a motor vehicle to deliver mail and/or supplies to field offices or other county facilities.
• Greets and receives callers or visitors in an office and ascertains nature of business and provides general support where applicable.
• Conducts office functions such as conducting inventory, receiving, and filing documents, prepare reports, etc.; may also maintain employee attendance.
• Writes or types of bills, statements, receipts, checks, correspondence, or other documents, copying information from one record to another.
• Organizes and schedules meetings and appointments and sorts and delivers incoming mail.

Benefits

• Health insurance
• Paid holidays
• Professional development opportunities
• Flexible scheduling

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED