Administrative Assistant/ Office Clerk

SupportFinity™; North Port (FL); On-site; USD 35,000 - 55,000; Full time

Job summary

SupportFinity™ is looking for an office coordinator in North Port, Florida, to assist executives with office services, including personnel coordination, proposal preparation, and invoice generation. The ideal candidate should have a high school diploma, relevant business training, and at least 3 years of secretarial experience.

You will manage highly confidential documents, monitor the supervisor’s calendar, and assist in various administrative tasks. Bilingual abilities are preferred. The position entails occasional lifting of up to 20 pounds.

Qualifications

• 1–2 years of business/secretarial school or equivalent experience required.
• Minimum of 3 years of secretarial and administrative experience including research responsibilities.
• Ability to type 65–70 wpm accurately.

Responsibilities

• Coordinate office services such as proposal preparation and invoice generation.
• Maintain and set up filing systems and personal files.
• Take and transcribe meeting minutes.
• Compile and prepare reports for the supervisor.
• Ensure continuity of office routine in supervisor’s absence.

Skills

Office coordination

Document preparation

Business procedure knowledge

Bilingual preferred

Education

High school diploma or equivalent

Business/secretarial training

Job description

Summary

Aid the executive by coordinating office services such as personnel, proposal preparation, invoice generation, records control, and special management studies. Some travel may be required.

Essential Knowledge And Skill Requirements

• Prepare a variety of documents, many highly confidential documents. Maintain/set‑up sophisticated filing systems, supervisor’s personal files, etc.
• Monitor supervisor’s calendar for billing purposes.
• Take/transcribe meeting minutes and other dictation.
• May compile and prepare various reports for supervisor’s use (requires analysis and comparison of data).
• Ensure continuity of office routine in supervisor’s absence. Write reports, letters, memos, etc., for supervisor’s signature.
• Coordinate and process general administrative work.
• Perform additional assignments per supervisor’s direction.
• Bilingual preferred (but not required).

Supervisory Responsibilities

None

Basic Functional Job Requirements

• Working knowledge of business procedures, letter/report formats, general bookkeeping or arithmetic and the ability to type 65–70 wpm accurately and take dictation.
• The ability to use abdominal and lower back muscles to support part of the body repeatedly or continuously over time without fatigue.
• The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects.
• Occasionally lift/carry objects weighing up to 20 pounds.

Physical Work Environment

Employee typically works in an office environment and is not exposed to extreme environments.

Education And Experience

High school diploma or equivalent educational attainments, plus 1–2 years of business/secretarial school or equivalent combinations of training and experience with a minimum of 3 years of secretarial and administrative experience, including business writing and research responsibilities.

Safety Considerations

Employee must be able to frequently lift objects weighing up to 20 pounds. Employee must practice good ergonomic principles to prevent illnesses such as carpal tunnel and back injury from minor task performance.

• Must complete Environmental Health and Safety training that is required by Phillips Inc, the client, state and federal regulatory agency.

Must meet all pre-placement safety requirements for this position.

Candidates that accept an offer of employment are required to undergo and successfully complete a pre-employment physical examination. This exam is essential to ensure that all potential employees meet the necessary health and fitness standards for the role. The examination includes a series of tests and evaluations conducted by a certified medical professional to assess overall physical health, identify any potential medical conditions that could interfere with job performance, and verify that the candidate is capable of safely performing the essential duties of the position.

Completion and clearance of this physical are mandatory steps in the hiring process.