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Administrative Support Specialist in Business Services
2 months ago
Location: Bradenton
Job Type: Staff / Administration
Department: Business Services
FLSA: Non-Exempt
Hours Per Week: 37.50
Work Days: Monday-Friday
Job Summary
As an Administrative Support Specialist, you will provide essential assistance to senior management overseeing the primary business operations related to procurement and auxiliary services. Your responsibilities will include scheduling appointments, responding to inquiries, and alleviating administrative burdens by performing various clerical tasks. The role involves managing purchasing and bidding activities for specialized commodities, liaising with vendors, and guiding internal departments through the purchasing process.
Essential Duties and Responsibilities
The following duties outline the core responsibilities of this position. This list is not exhaustive and may evolve based on organizational needs:
- Welcome visitors and direct them to the appropriate personnel.
- Compile monthly reports on sales and commissions for auxiliary revenue.
- Address customer complaints and provide user support.
- Track and manage textbook scholarship requests.
- Oversee contract management, including entering new contracts and monitoring their progress.
- Review monthly usage of communication bills.
- Respond to vending machine issues and coordinate with service providers.
- Assist all departments with purchasing inquiries, including requisitions and online orders.
- Collaborate with Accounts Payable to resolve invoice processing issues.
- Maintain an up-to-date vendor database.
- Generate reports for internal and external stakeholders.
- Support formal competitive solicitations and prepare necessary documentation.
- Modify purchase orders as needed.
- Organize and maintain purchasing records to ensure compliance.
- Provide guidance on purchasing policies to staff.
- Utilize office equipment efficiently.
- Assist in document retention and archiving processes.
- Offer clerical support to management, including scheduling and correspondence.
- Engage in special projects as assigned.
- Assist in budget preparation and monitoring.
- Coordinate student assistant work as necessary.
- Perform additional tasks as required.
Job Qualifications
The following qualifications are necessary for this role:
- Education/Experience: Experience in writing, editing, and proofreading documents is essential. A minimum of two years in public procurement or advanced procurement of goods and services is preferred.
- Language Ability: Proficient in reading and interpreting documents, writing reports, and effectively communicating with groups.
- Math Ability: Capable of performing calculations related to discounts, interest, and percentages.
- Reasoning Ability: Ability to solve practical problems and interpret various instructions.
- Computer Skills: Advanced knowledge of word processing software and intermediate skills in spreadsheets and databases are required.
Work Environment:
The work environment is typically moderate in noise level, and reasonable accommodations will be made for individuals with disabilities.
Physical Demands:
Regularly required to sit, use manual dexterity, and communicate effectively. Occasional standing and walking may be necessary, along with the ability to lift up to 10 pounds.
Pre-Employment Screenings:
Successful completion of background checks and reference verifications is required.
