Administrative Assistant I — Scheduling & Billing Support

VetJobs; Tampa (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

UES, based in Tampa, Florida, seeks an Administrative Assistant I to support daily operations within the BID department. The role involves handling scheduling, correspondence, documentation, and office coordination to keep leadership and teams organized and efficient.

The ideal candidate is highly organized, detail-oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks in a fast-paced environment.

Qualifications

• High school diploma or equivalent required; Associate’s degree or coursework preferred.
• 0-2 years of administrative or office support experience (internship or volunteer experience a plus).
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management tools.
• Strong organizational, time management, and problem-solving skills.
• Attention to detail and ability to handle confidential information with discretion.
• Effective verbal and written communication skills to interact with team members and stakeholders.

Responsibilities

• Correctly documents correspondence, reports, results, and invoices for the BID department following project deadlines.
• Organize and maintain data related to billing and invoicing.
• Scan complete files into the document storage system at project completion.
• Scheduling of building inspectors and assist with processing of permits as needed.
• Take calls from clients, municipalities, building inspectors, and other intra-office personnel.
• Answer client questions promptly and handle special requests regarding typing and billing.
• Speak eloquently and politely on the phone and provide excellent customer service.
• Operate a personal computer proficiently, with typing at least 50 wpm.
• Understand and interpret contracts and invoices accurately.
• Follow safety procedures and ensure compliance.
• Function as a strong multi-tasker and team player in a high-stress environment.
• Collaborate effectively with colleagues to achieve department goals.

Skills

Typing 50 wpm

Organizational skills

Communication skills

Problem solving

Education

High School diploma or GED

Associate degree preferred

Tools

Microsoft Office Suite

Document management tools

Job description

UES, based in Tampa, Florida, seeks an Administrative Assistant I to support daily operations within the BID department. The role involves handling scheduling, correspondence, documentation, and office coordination to keep leadership and teams organized and efficient.

The ideal candidate is highly organized, detail-oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks in a fast-paced environment.