Job Description

Job Title: Administrative Specialist

Location: Tampa, FL

Pay: $17-22/hr W2

Duration: 12 Months

Job Summary:

We are seeking a detail-oriented and highly organized Administrative Specialist to provide comprehensive administrative and operational support across multiple functional areas. This role supports both internal and external stakeholders by managing training coordination, recordkeeping, documentation processing, customer interaction, and office operations. The ideal candidate will demonstrate strong communication, technical, and multitasking skills, with a proactive approach to handling routine and non-routine responsibilities.

Key Responsibilities:

Customer & Client Communication (10%)

• Respond to internal and external customer inquiries and calls.
• Serve as the first line of support for communication and problem resolution.
• Compose standard correspondence and support Power Pros sales and communications.
• Interact with clients and vendors as needed.

Training Coordination (15%)

• Coordinate workflow related to training and maintain training materials and websites (e.g., ST&E).
• Schedule various training classes including Apprentice, Smith System Drivers, and Substation Safety programs.
• Reserve training rooms and request Telecom, Facilities, and IT support.
• Support loading of training modules to Apple devices (iPads).
• Update training-related web pages.

Training Record Management (10%)

• Maintain and update training records using ST&E MS Access database and SAP.
• Update employee certifications and Switching & Tagging lists.
• Process certificates of achievement and run training reports.

Documentation & Forms Processing (15%)

• Prepare and process forms such as purchase orders, new hire supplies, and veteran benefit forms.
• Ensure document accuracy and compliance with company standards and regulatory guidelines.

Records Retention (10%)

• Organize and maintain both digital and physical files in accordance with retention rules.
• Ensure confidentiality and logical organization of documents.

Reporting & Analysis (10%)

• Create and maintain charts, spreadsheets, and summary reports.
• Gather and verify data for recurring internal reports.

Manager Support & Budget Coordination (20%)

• Manage correspondence, records, and assist with pending items for the Manager.
• Support small-scale budget coordination and process expense reports and petty cash.

Office Operations (10%)

• Monitor and order office supplies, handle mail delivery, and manage internal postings.
• Create and distribute safety and training materials such as awareness cards and decals.

Additional Duties

• Perform other related responsibilities as assigned.

Supervision:

• This position does not include direct supervisory responsibilities.

Key Relationships:

• Internal: Interfaces with line employees and leadership within Energy Delivery.
• External: Engages with state/local agencies and customers regarding training programs.

Qualifications:

• Education:
• High school diploma or equivalent (required).
• Experience:
• Minimum two years of administrative experience, preferably within a utility environment.
• Skills & Abilities:
• Strong oral and written communication skills.
• Ability to resolve moderately complex issues with some independence.

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