Administrative Specialist II-Advanced Distribution Infrastructure

Software Guidance & Assistance, Inc., (SGA), is searching for an Administrative Specialist II-Advanced Distribution Infrastructure for a contract assignment with one of our premier Utility Services clients in Tampa, FL.

Responsibilities :
The Administrative Specialist II will work with limited supervision to perform a variety of complex administrative duties for the Advanced Distribution Infrastructure team. This role involves communication and coordination with internal personnel, vendors, contractors, and external customers as required. Additionally, the specialist will serve as the SAP partner to the lead administrative specialist, assisting with originating reports, reviewing limits, and processing purchase requisitions and invoices. The position also includes maintaining record-keeping activities and reporting for the department.

• Perform general office duties such as typing, maintaining files, record-keeping activities, and handling confidential data. Monitor inventory levels of office supplies and initiate purchase orders as necessary. Process incoming vendor invoices, receive, prioritize, and distribute incoming mail, photocopy, collate and assemble documents, and review and answer routine correspondence.
• Communicate with internal and external customers, take detailed messages, and convey them to appropriate personnel. Respond to general inquiries and telephone calls by researching information and making decisions on routine matters as authorized or delegated. Assist in resolving moderately complex problems and refer more complex issues to the manager.
• Schedule internal and external meetings and appointments, notify attendees, and make necessary arrangements as directed. Coordinate simple travel arrangements, prepare meeting materials such as agendas, handouts, and presentations, and may take minutes for departmental meetings.
• Prepare and process forms, documents, and requisitions following standard procedures. Maintain logs and records of area activities, calculate various data such as payroll summaries and financial information, and assist in the coordination and data collection for smaller, less complex budgets.
• Create and maintain basic charts, graphs, spreadsheets, and databases. Prepare summary information for manager review, update recurring and routine internal reports, and collect and verify data.
• Check documents for accuracy and completeness, cross-reference information, and verify compliance with regulations and procedures.
• Handle or assist in segments of projects, perform additional duties and responsibilities, and assist other personnel as needed.
• Support emergency response plans by assisting office personnel with communication and handling support requests within the team and company. Provide support to the workflow analyst and lead administrative specialist during emergency responses.
• RELATIONSHIPS
  • Internal: Interacts and communicates at all levels of the organization.
  • External: Deloitte consultants, vendors, system integrators, etc.

Required Skills:

• High School diploma or GED required
• Minimum two years of administrative support or other relevant office experience required.
• May consider firm/PGS call center experience involving special assignments/projects relatable to the required Knowledge/ Skills/Abilities defined.
• A college degree from an accredited institution may be considered in lieu of up to 1 year of the required experience.
• Ability to operate a variety of basic and complex office equipment
• Must have effective computer skills in creating and maintaining basic spreadsheets, graphic material presentation, system downloads, running reports, data entry and word processing.
• Ability to resolve a variety of issues/topics of fairly non-routine nature with some independence or through referencing documentation and manuals/guidelines
• LEADERSHIP COMPETENCIES
  • Speaks up on Safety, Health and the Environment
  • Takes Ownership and Acts with Integrity
  • Drives Operational Excellence for Customers
  • Builds Strong, Collaborative Relationships
  • Cultivates Innovation and Embraces Change
  • Thinks Strategically and Exercises Sound Judgment

Preferred Skills:

• Two years of direct administrative assistance work in an office environment; Experience in a utility environment
• Working knowledge of MS Word, Excel and Outlook

SGA is a technology and resource solutions provider driven to stand out. We are a women-owned business. Our mission: to solve big IT problems with a more personal, boutique approach. Each year, we match consultants like you to more than 1,000 engagements. When we say let's work better together, we mean it. You'll join a diverse team built on these core values: customer service, employee development, and quality and integrity in everything we do. Be yourself, love what you do and find your passion at work. Please find us at .

SGA is an Equal Opportunity Employer and does not discriminate on the basis of Race, Color, Sex, Sexual Orientation, Gender Identity, Religion, National Origin, Disability, Veteran Status, Age, Marital Status, Pregnancy, Genetic Information, or Other Legally Protected Status. We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, and our services, programs, and activities. Please visit our company to request an accommodation or assistance regarding our policy.

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