Distribution Administrative Support

Strategic Staffing Solutions; Tampa (FL); Hybrid; USD 71,635,000 - 85,962,000; Full time

Job summary

Strategic Staffing Solutions seeks an Administrative Specialist II for our Advanced Distribution Infrastructure team in Tampa, FL. This role operates in a hybrid setting and focuses on a range of administrative duties, including coordinating with vendors, processing purchase requisitions and invoices, and producing routine reports.

The ideal candidate has at least two years of administrative experience, strong data entry and MS Office skills, and the ability to handle confidential information.

Qualifications

• High school diploma or GED required.
• Minimum two years of administrative support experience.
• A college degree may be considered in lieu of up to 1 year of the required experience.
• Two years of direct administrative assistance experience in an office environment preferred.
• Experience in a utility environment is preferred.

Responsibilities

• Perform general office duties such as typing, filing, and maintaining records.
• Communicate with internal/external customers and coordinate information routing.
• Schedule meetings, arrange travel, and prepare meeting materials.
• Prepare and process forms and requisitions; assist with budgets and payroll data where applicable.
• Create and maintain basic charts, spreadsheets, and databases; prepare summaries for management.
• Check documents for accuracy and compliance with procedures; handle routine inquiries.
• Support emergency response plans and assist team during incidents.

Skills

Office equipment

Data entry

Word processing

Spreadsheet creation

Report generation

Education

High School diploma or GED

Tools

MS Word

Excel

Outlook

Job description

Advanced Distribution Infrastructure Administrative Specialist

Location: Tampa, FL 33607 (Hybrid)
Duration: 6 Month Contract
Pay: $25-30/hr W2

M-F, Expected to work 4 days in onsite

POSITION

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.

PRIMARY DUTIES & RESPONSIBILITIES

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. Check documents for accuracy and completeness, cross-reference information, and verify compliance with regulations and procedures.

7. Handle or assist in segments of projects, perform additional duties and responsibilities, and assist other personnel as needed.

8. 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.

QUALIFICATIONS

Education

Required: High School diploma or GED required.

Experience

• Required: Minimum two years of administrative support or other relevant office experience required.
• A college degree from an accredited institution may be considered in lieu of up to 1 year of the required experience.
• Preferred: Two years of direct administrative assistance work in an office environment; Experience in a utility environment

Knowledge/Skills/Abilities

• Required: 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
• Preferred: Working knowledge of MS Word, Excel and Outlook