Administrative assistant jobs in Ocala, FL

Job Description Administrative Support Specialist Bellview, FL Full-time | Temporary 8 am - 5 pm Monday-Friday $17.05/hr/ About the Role This position provides high-level administrative support to keep the department running smoothly. You will handle documentation, calendars, purchasing, customer service, and coordination with other County departments. Accuracy, professionalism, and strong communication skills are essential. Essential Job Functions Take and transcribe notes; prepare drafts and finalize documents after review. Manage office duties including filing systems, personnel records, purchase records, and meeting schedules. Prepare and type letters, statements, reports, minutes, agendas, court orders, and case files. Handle sensitive and confidential correspondence. Prepare recurring reports and correspondence for supervisor's signature. Arrange meetings and conferences; may take notes and maintain calendars. Support purchasing and accounts payable processes; track budget expenditures. Assist with budget preparation, drafts, and document formatting. Maintain control files for projects and follow up to ensure completion. Process work orders and documents requiring office procedural knowledge. Coordinate office functions with other county departments. Greet and assist office visitors; screen telephone calls and direct inquiries appropriately. Provide information within scope of knowledge; refer customers as needed. Maintain accurate, neat handwriting for forms and notes. Maintain a professional appearance and a cooperative, positive attitude. May be assigned special projects and responsible for results. Report to work on time and complete the full scheduled shift. Deliver excellent customer service to internal staff and the public. Uphold the organization's guiding principles and core values. Perform other related duties as assigned. Qualifications Education & Experience High school diploma or GED required. Three years of progressively responsible administrative support or secretarial experience, including: Strong computer skills Experience with standard office software and technologies Customer service experience Equivalent combinations of education and experience may be considered. Licenses & Certifications Valid State of Florida driver's license required at time of hire and throughout employment. Notary Public certification may be required depending on assignment. Key Competencies Strong organizational skills Clear, professional communication Attention to detail Ability to work independently and as part of a team Commitment to department goals and objectives IND3

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on… The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Property Management team . This position requires a solid background of advanced organizational and customer service skills used daily. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports all departments within The District. The District is looking for an individual with a desire to utilize their cutting-edge skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization. Competitive Benefits as a full-time employee of the District include: Medical Insurance (fully paid for employee single coverage) Voluntary health benefits, including Dental and Vision Insurance 401(a) Retirement Plan, with contributions funded by the District 457(b) Retirement Plan, permitting employee pre-tax deferrals Flexible Spending programs for both Medical and Dependent Care Employee Assistance Program Paid Time Off Tuition Reimbursement Public Service Loan Forgiveness Eligible Tier 2 qualifying organization for The Villages Charter School JOB SUMMARY This position reports directly to the Finance Manager and supports the Divisional Managers. This position provides direction and oversees the daily office operations, ensuring the smooth functioning of various financial, administrative and clerical tasks in support of the maintenance of District assets, including but not limited to: Recreation Facilities (Regional, Villages, and Neighborhood), Postal Facilities, dog parks, archery, and air gun ranges, sports courts, softball complexes, fitness trails and equipment, recreational storage areas, woodshops, District landscaping, irrigation, water transfers, pump stations, District maintained roads and stormwater piping infrastructure, stormwater basins, multi-modal (paths, bridges, and tunnels), fire stations, Town Center infrastructure, District office space, decorative water features, sidewalks, curbs, signs, pavement markings, fountains, village and villa entries and sign walls, perimeter walls and fencing, gatehouses, and gates including automated gates, lighting, security cameras, wetlands and wetland flood control structures, preserves (gopher tortoise, burrowing owls, eagles, and kestrels), lined basins (liner repairs and maintenance), ground depressions / geological anomalies and nuisance alligator management. This is a multi-faceted position responsible for working with residents, customers, contractors and members of the business community. Establishment of daily communication and a mutually productive working relationship between other departments and contractors is essential. ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) General/Clerical Answers and screens incoming phone calls, take messages or forwards to proper Department representatives. Greets visitors, community members and contractors, refers to appropriate division or contact. Works with word processing, spreadsheet and database software to complete tasks. Provides back-up when necessary to front desk or other administrative personnel. Schedules appointments and maintains calendars as needed for assigned Department staff. Performs general, computerized data entry functions; scans inspection files and/or documents. Copies various forms and distributes to staff and customers. Performs and maintains departmental filing systems for all project documents, technical reports, permits, inspection results, closeout and miscellaneous documents. Performs keyboard task in preparing various items for letters, memoranda and reports; maintains various records and reports. Coordinates with staff and internal/ external stakeholders to schedule meetings, obtain documentation and assist in the coordination of Department Leadership activities. Assists assigned District personnel with any daily operational duties, including invoicing, account codes, etc. Administrative Assist Division Manager or works independently, with any projects &/or special assignments by conducting research, compiling facts, analyzing data, developing recommendations, observations or summaries, and creating and/or submitting the report(s) including but not limited to Community Development Districts, County, State or Federal government. Coordinates procedures for systematic retention, protection, retrieval, transfer and disposal of records. Schedules, prepares agendas, attends, takes and distributes meeting minutes for all assigned Department personnel. Coordinates and attends all contractor meetings at designed recreation centers. Schedules and maintains all calendar appointments for assigned District personnel. Confirms priorities of daily workload on a regular basis to handle multiple tasks. Works independently and ensures completion of all projects in a timely manner. Receives and processes work order requests; generating and issuing work orders to approved vendors for assigned Department staff. Maintains and updates on-call book on a regular basis and accurately changes out vendors when contracts change. Regularly maintains and keeps the work order database up to date and accurate. Assists in maintaining and establishing Excel Spreadsheets to track various forms of data. Monitors and orders supplies for assigned District personnel. Assists in establishing work procedures and standards to improve efficiency and effectiveness. Project Management Coordinates all turnovers from developer including creating updated billing sheets and work order requests. Budget/Purchasing Reviews contract exhibits related to purchase of services for accuracy. Maintains contract files, providing information to Contract Manager regarding renewals, amendments, etc. as requested. Accurately prepares purchase requisitions or change orders within required timeframes for the timely creation of purchase orders. Regularly follows up with assigned staff to ensure purchase orders have been received for all requisitions that have been processed. Codes Bank of America P-Cards for assigned Department personnel. Adds all necessary information to the turnover documents and sends them to the District Utility Billing Department. Update and create Contract amendment sheets for Purchasing Department. Contacts DPM Financial Coordinator for coding accuracy and budget funding Sends quarterly reports to the Finance Department for Right of Way maintenance agreements. Accurately codes invoices for processing, forwarding to assigned District staff for approval within required timeframes. Creates and accurately maintains billing sheets for vendors. Keeps apprised of new contracts and addendums on a regular basis and ensures correct amounts are being paid on invoicing. Verifies all contractor's insurance is up to date. Assists in annual budget preparation & documentation. Directs activities pertaining to contracts for purchase of equipment, materials, products or services. Prepares contractor performance evaluations for Assistant Director as needed. Initiates new vendor setups with Purchasing Department as needed, and within required timeframe. Compliance Maintains a working knowledge of the Department's activities and processes. Follows Department methods, standard operating procedures and policies. Prepares 72-hour notices and releases for contract enforcement. Asset Management Tracking and updating maintenance and replacement schedules for assigned assets under District provided asset management resource. Responsible for entering service requests into the District provided asset management resource. Additional Performs other duties as assigned. May be expected to perform additional duties in an emergency. ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to) Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization. Models behavior to The District Core Values at all times. Provides world class customer service. MINIMUM EDUCATION AND EXPERIENCE High School Diploma or GED; or three (3) years related experience and/or training; or equivalent combination of education and experience. Associates Degree or equivalent from accredited two-year college or technical school is preferred. MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS Valid Florida Driver's License required. Required FEMA (ICS) certifications must be completed within six (6) months of hire. Florida Notary Public must be acquired within twelve months of hire. All candidates and employees must successfully pass background screening. MINIMUM KNOWLEDGE, SKILLS AND ABILITIES Knowledge Thorough knowledge and understanding of clerical procedures and systems such as data management, filing and inventory. Skills Intermediate or better proficiency in personal computer skills, preferably Microsoft Office package involving Word, Excel, Access, Outlook and PowerPoint. Adept in writing reports and responding to resident incident reports. Excellent written and verbal communication skills and professional appearance. Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines. Abilities Ability to successfully read and comprehend materials such as memos, correspondence and written orders as needed to ensure work activities are accomplished according to policy and procedure and exchange or acquire information. Ability to effectively work as member, or leader, of a team by cooperating with others, offering to help others when needed and considering larger organizational goals rather than individual concerns. Includes the ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization. Ability to successfully review, and accurately classify, categorize, prioritize, and/or analyze data and/or information; Ability to successfully read boundary surveys and site plans. Ability to successfully communicate thoughts and ideas in a logical, cohesive and comprehensible manner. Ability to successfully interact with others to include courtesy, tact and diplomacy as needed to provide/gather information, dispatch work orders, and establish effective relationships. Proven ability to provide excellent customer service to our residents. EQUIPMENT Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software; copy machine, printers, scanners and fax machine. WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to the following: Interior office environments, with moderate to loud noise typical for the work environment i.e., when in office setting with moderate noise of computers and printers and moderate customer traffic. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the following applies: Regularly required to stand, walk, push/pull; use hands/fingers; reach forward and overhead; climb or balance and stoop, kneel, crouch, twist; squat; balance or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Job Details OC - Ocala, FL Full Time High School/GED or Equivalent Day ConstructionDescription Our team is growing. Join the oldest, privately owned, debt-free land developer in the State of Florida, which has been making new home dreams come true for over 70 years. Some of our great benefits include: Paid Holidays & Vacations Weekly Pay Health Benefits & matching 401K Employee Assistance Program Employee Referral Program Discount on fitness membership Telehealth is available to ALL employees Job Summary/Overview The Land Development Office Assistant Level 1 will be directly responsible for providing administrative support to the Land Development department. This includes meticulous management of both electronic and paper documentation, ensuring the timely processing and delivery of critical department documents and plans. This fast-paced role requires a detail-oriented individual with a proven ability to multitask, ideally with prior experience in the land development or construction industry. Essential Duties and Responsibilities The following statements describe the principal functions of this position and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in different areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Maintain accurate electronic and paper filing, as well as the timely delivery of department documents and plans. Serve as a key point of contact for the Land Development Department. Forward messages, inquiries, requests, etc. to the appropriate Land Development personnel. Print applications, documents and other documents as needed and forward to the appropriate department personnel for review. Expertly manage multiple calendars, schedule appointments for the department, and ensure thorough email logging and follow-through using Microsoft Outlook. Assist in coordinating the exchange of plans between construction, landscape, and irrigation contractors using Dropbox. Proactively follow through on assigned tasks to successful completion, ensuring all information requests are relayed to the appropriate staff members. Order office supplies using the Amazon business account, securing final approval from the department head. Performs other duties as assigned Qualifications (Education, Experience, Technical Skills) Education and Experience: High School Diploma or equivalent required 1+ year of related experience preferred Skills and Knowledge: Proficiency in Microsoft Office Suite: Advanced proficiency in Microsoft Excel is essential. Strong skills in Microsoft Outlook and other Windows-based environments are required. Demonstrated proficiency with Dropbox for file sharing and collaboration. Proven ability to manage multiple projects simultaneously, prioritize tasks effectively, and maintain meticulous attention to detail. Excellent verbal and written communication skills in English, with the ability to read, write, and understand complex information. Strong customer service skills with a professional and positive demeanor. Personal Attributes: Strong interpersonal skills Honesty and integrity Self-starter Inquisitive, detail-oriented Commitment to diversity, equity, and inclusion Qualifications Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities. * Drug free work place *

Div. 188 Ocala, FL Responsible for ensuring accuracy and efficiency of operations, providing administrative support and assist Accounts Receivable with processing invoices and monitoring incoming payments. Essential Duties and Responsibilities include the following. Other duties may be assigned. * Perform clerical duties to support division operations. * Assist with entering data into software system. * Assist with collection and tracking of data. * Provide support with contracts, certificate of insurance or other requests. * Perform other clerical or administrative duties as required to support the division. Education and/or Experience High School Diploma or GED; two or more years related experience and/or training; or equivalent combination of education and experience. Computer Skills Microsoft Office to include Word, Excel; Microsoft Dynamics 365 preferred. What's In It For You? Century Fire Protection is one of the largest and most successful full-service fire protection companies based in the Southeast and we are still growing! There are a wide range of positions and countless opportunities for career growth. Each employee is empowered to do their job and serve our clients. There is no better place to work in the industry! We are experts in design, fabrication, installation, and maintenance of all types of fire protection systems in virtually all commercial markets for each stage of a buildings life cycle. Headquartered in Duluth, GA, Century Fire has more than 20 offices across seven states including Alabama, Florida, Georgia, Kansas, North Carolina, South Carolina, Tennessee, Texas, and Virginia. Benefits We believe our people are our biggest asset and as such, we offer comprehensive benefits, education, and training to ensure employees succeed and grow. Benefits include: * Medical * Dental * Vision * Flexible Spending Accounts * Voluntary Life Insurance * Short-term & Long-term Disability * Paid Time Off * Paid Holidays * 401(K) with Company Match * Employee Assistance Program * Employee Relief Fund * Supplemental Insurance including Critical Illness, Hospitalization & Accident Century Fire Protection is a GREAT place to work! Come and GROW WITH US!

Working Title: ADMINISTRATIVE ASSISTANT I - SES * - 60004426 Pay Plan: SES 60004426 Salary: 34,760.00 Total Compensation Estimator Tool This position serves as the Administrative Assistant to the Circuit Community Development Administrator (CCDA) in Circuits 3 and 8. The incumbent is responsible for organizing and completing a wide variety of administrative, secretarial and clerical duties. The incumbent is required to have a working knowledge of the functions of the Department. Employee must demonstrate, model and reinforce the agency's mission to partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency. The duties of this position are outlined as follows: Provide administrative and clerical support of a complex nature to the CCDA, making travel arrangements, submitting travel documentation for timely reimbursement, maintaining calendars, conference room scheduling, daily appointments, etc. Receives and routes all forms of correspondence, written, faxed, e-mail, etc. to ensure appropriate, accurate and timely responses. Manage meeting agendas, records and prepares minutes for staff, board and community meetings. Assist with the Local Review Team (LRT) process. Extracting information from the online database, formatting information, and distribution to the LRT. Works with General Services and building management to ensure daily operations (safety, maintenance, equipment, and supply needs) are managed timely. Financial duties include keeping an inventory of all supplies, processing invoices, creating and maintaining annual purchase requisitions, tracking back-ordered supplies, resolving any problems with all Circuit invoices and/or purchase orders, and maintaining professional working relations with vendors and business partners. This requires communication with the Region Budget Liaison and Headquarters budget office to ensure accuracy of purchase requisitions, payment of invoices, and resolution of any issues that may arise with the vendors. Serve as point of contact for Circuits 3 and 8 State Purchasing Card (P-Card) program. Assist with coordinating training, processing, and monitoring transactions in the Works program. Approves P-card charges and provides the appropriate paperwork for payments, on time and in a manner consistent with Department rules, policies and procedures. Qualifications: * 1-3 years of similar experience * DCF experience preferred Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of methods of compiling, organizing, and analyzing data. Knowledge of state systems and purchasing requirements. Knowledge of problem-solving techniques. Ability to plan and develop schedules, meetings, information packets. Ability to utilize problem-solving techniques. Ability to prepare proposals and pay invoices. Ability to evaluate and monitor service delivery and implement corrective action plans. Ability to provide technical assistance to Community Development Team and community partners. Ability to determine work priorities and ensure proper completion of work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Ability to understand and apply applicable rules, regulations, policies, and procedures. Candidate Profile (application) must be completed in its entirety. * Include supervisor names and phone numbers for all periods of employment. * Account for and explain any gaps in employment so that the hiring process is not delayed. * Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. * It is unacceptable to use the statement "See Resume" in place of entering work history. * If you experience problems applying online, please call the People First Service Center at **************. Benefits of Working for the State of Florida: Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits including: * No state income tax for residents of Florida; * Annual and Sick Leave benefits; * Nine paid holidays and one Personal Holiday each year; * State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options; * Retirement plan options, including employer contributions (For more information, please click *************** * Flexible Spending Accounts; * Tuition waivers; * And more! For a more complete list of benefits, visit ***************************** Growth Opportunities: With 12,000 employees across the state DCF promotes opportunities and training for all. Our jobs are among the most challenging, complex, and difficult in State government. They are also among the most rewarding. All employees are encouraged to take advantage of available Department opportunities for advancement and professional development. About the Department of Children and Families: Mission: The mission of the Department of Children and Families is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency. Vision: We are a highly skilled workforce committed to empowering people with complex and varied needs to achieve the best outcomes for themselves and their families. In collaboration with community stakeholders, we will deliver world class and continuously improving service focused on providing the people we serve with the level and quality that we would demand and expect for our own families. Values: A workforce that operates with integrity maintains loyalty to a code of ethics that requires the courage to take responsibility for providing the highest quality of service to the vulnerable. We are a solutions-focused learning organization built on a foundation of transparency in action and accountability of results. Both within the organization and among our stakeholders, we thrive in a culture of respect for diversity of opinion that is nurtured through open communication. High performing and committed, we are unified in our goal of excellence in achieving quality outcomes for those we serve. To learn more please visit ****************************** * If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be suspended or voided, and you will be required to repay all benefits received depending upon the date of your retirement. * The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures. We hire only U.S. citizens and lawfully authorized alien workers. Participation in the State of Florida Direct Deposit Program is required as a condition of employment per F.S. 110.113, and enrollment must be completed within the first 30 calendar days of your appointment. SELECTIVE SERVICE: Male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS) before their 26th birthday or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: ******************* BACKGROUND SCREENING REQUIREMENT: It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies. The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (***************. Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. Location:

The Executive Assistant provides high-level administrative and organizational support to the Vice President of Enrollment & Student Affairs, serving as a key liaison between the division and internal/external stakeholders. This role is responsible for coordinating events, managing communications, supporting division operations, and ensuring the smooth execution of projects and initiatives. Responsible for demonstrating LSSC's core values of Caring, Communicating, Collaborating, and Celebrating when interacting with students, employees, visitors, and community members. Include, but are not limited to the following: * Provide comprehensive administrative support to the Vice President of Enrollment & Student Affairs and the division, adapting to changing priorities and needs. * Assist with the coordination and organization of meetings, events, and special projects as assigned. * Maintain and update division records, lists, and communications as needed. * Support budgetary and operational processes, including documentation and tracking of relevant materials. * Serve as a point of contact and liaison for internal and external stakeholders, ensuring effective communication and collaboration. * Contribute to the planning and execution of division initiatives, offering support in a variety of administrative and logistical capacities. * Uphold a high standard of professionalism, confidentiality, and customer service in all interactions. * Perform other duties as assigned to support the ongoing work and mission of the division. KNOWLEDGE. SKILLS AND ABILITIES REQUIRED: * Proficiency in Microsoft Word, Excel, Access, Outlook, and PowerPoint. * Strong organizational, multitasking, and time management skills. * Excellent verbal and written communication skills; ability to make presentations. * Ability to work independently and as part of a team, demonstrating flexibility and adaptability. * Professional appearance and demeanor. * Ability to maintain confidentiality and exercise sound judgment. * Ability to work various hours, including nights, early mornings, and weekends as needed. * Valid Florida Driver's License. ABILITIES/GENERAL: * Promote a common purpose consistent with the College's stated goals and demonstrate a commitment to students and the learning environment. * Possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manuals related to the job tasks. * Demonstrate the ability to respond to supervision, guidance, and direction in a positive, receptive manner and follow stated policies. * Deliver exceptional customer service by fostering a welcoming and supportive environment. * Present a professional image in words, actions, and attire. * Conduct oneself in a manner consistent with the College's standards of ethical conduct. * Apply effective techniques to establish and maintain working relationships, fostering collaboration to achieve common goals; effectively communicate and collaborate with others to achieve shared objectives. * Demonstrate the skills necessary to examine situations and processes, making recommendations for improvement critically. * Strong service orientation and ability to effectively work as a member or leader of a team by cooperating with others, offering to help others when needed, and considering larger organizational goals rather than individual concerns. Includes the ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization. * Plan, organize, and successfully multitask to meet multiple deadlines and frequently new work tasks within required timeframes. Proven flexibility to successfully work on a variety of projects quickly and accurately. * Effectively manage change and adaptability. * Adheres to all workplace safety rules, safety laws, regulations, standards, and practices * Ability to work various hours, including nights, early mornings, and weekends * Ability to travel amongst various campuses and attend College events, on or off campus, as required. MINIMUM QUALIFICATIONS: * Required: * Bachelor's degree from an accredited institution. * Four or more years of related experience.

Job Details Gainesville Office - Gainesville, FL Full Time $16.00 - $21.84 Hourly DayDescription Together We Soar! Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Florida's Top Workplaces. Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values! JOB SUMMARY: Your Flight Plan! The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. RESPONSIBILITIES AND DUTIES: Ready to Fly! Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department. Performs desktop publishing. Creates and develops visual presentations. Establishes, develops, maintains and updates filing system. Retrieves information from files when needed. Organizes and prioritizes large volumes of information and calls. Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Answers phones and takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other departments to cover phones. Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains policies when necessary. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. This position has no supervisory responsibilities. REQUIRED EXPERIENCE AND QUALIFICATIONS: The Wingspan Needed! High school diploma. Prior administrative experience. Occasional travel may be required PHYSICAL DEMANDS AND WORK ENVIRONMENT: Our Nest is your Nest! This is a largely sedentary role however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. Ability to lift up to 15 lbs BENEFITS: The Perks of Eagle Pride! At Vesta Property Services, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet your needs and the needs of your family, including your pets. We offer benefits such as medical, dental and vision, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan. In Addition, we provide support by offering free counseling sessions, legal advice sessions, professional development and an outstanding referral program- to both our Full-time and Part-time staff associates! AAP/EEO Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. DRUG FREE WORKPLACE In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace. OTHER DUTIES MAY BE ASSIGNED The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Job Details Headquarters - Gainesville, FL Full Time 2 Year Degree $15.00 - $16.50 Hourly DayDescription The Administrative Assistant for Legal is responsible for performing Diligent Searches for absent or missing parents in dependency cases pursuant to Florida statutes and DCF operating procedures, which includes documents searches and preparation of affidavits for filing with the court. May also perform and track searches for relatives. All information must be carefully tracked and clearly communicated with case management and/or Children's Legal Services. This person may provide high-level administrative support by conducting research, requesting searches of the Putative Father Registry, preparing statistical reports and agendas, and handling information requests. This position reports to the Chief Legal Officer. ESSENTIAL JOB FUNCTIONS Receives, fulfills, and tracks requests for searches for parents and relatives of children in care from CPI, CLS, and case management staff. Provides notices of initiation of search, status of search, and final affidavits of diligent search for court as needed. Searches for parents and relatives on various databases including Accurint, CCIS, and others. Utilizes both public and private record locator systems in efforts to retrieve current information. Requests and obtains certification from the Florida Department of Health's Bureau of Vital Statistics for Putative Father Registry Searches to document whether prospective fathers have registered or not. Completes all search efforts in FSFN and completes a diligent search tracker for all active, closed, and putative father requests. Prepares and mails letters or sends faxes as needed to various agencies and authorities to pursue whereabouts of missing parents. Communicates by phone with parties revealed through the search who may have knowledge of whereabouts of missing parents or relatives and documents such communications. Notifies CLS when missing parents have been located so that service may be attempted. Performs functions under strict timeframes that are often of short duration. Maintains tracking system for diligent search and putative father registry search requests. Provides other high-level administrative support as directed by supervisor. Manages conflicts, dealing appropriately in difficult situations. Supports the supervisor with preparation of reports and general tasks daily. Performs typing, data entry, or other clerical tasks as needed. Uses “to-do” lists or other tools to manage time, and manage multiple, pressing job demands. Prepares in advance for situations (i.e., develops mental plans, visualizes situations, rehearses presentations). Uses data to inform practice and implements results-based best practices. Makes photocopies and faxes material as requested. Identifies and understands what resources are available and builds and maintains effective working relationships with a network of systems. Understands and appreciates different views, expertise, and experience of others; understands the perspectives and limitations of other individuals and systems. Understands and reflects upon own values, cultural/personal style, familial background and how each may impact others. Fits pieces of information into a coherent whole and provides backup to departments as needed and/or assists with special projects. Participates in the quality improvement process. Displays understanding of, and sensitivity to, service population's cultural and socioeconomic characteristics. Performs other related job duties as assigned. The position may involve acquiring, accessing, using, and safeguarding Protected Health Information according to applicable law and agency Policies and Procedures for Protected Health Information. Qualifications Education and Experience: Associate's degree in related field or equivalent preferred; two (2) years of relevant experience; or an equivalent combination of education and experience. Special Qualifications: Possession of a valid, State of Florida driver's license to operate the motor vehicle operated. Requirement exists at the time of hire and as a condition of continued employment. Knowledge, Skills and Abilities: Knowledge of filing systems with the ability to maintain diverse types of filing systems. Knowledge of the service population's cultural and socioeconomic characteristics. Knowledge of Microsoft Office programs. Knowledge of Department operations, policies, and procedures. Knowledge of modern office standards, policies, and procedures. Skill in time management and organization. Skill in the use of computers and software applications related to the essential functions of the job. Skill in effective communication, both orally and in writing. Skill in the use of various types of office equipment (e.g., copier, fax, multi-line telephone system). Strong analytical and problem-solving skills. Ability to maintain a positive and reliable attitude concerning all aspects of working in a challenging environment, including significant patience and respect for children and families. Ability to demonstrate sensitivity to cultural needs and willingness to serve as a positive member of a working team. Ability to persevere in the face of disappointment, hostility, or adverse conditions; use self-motivation to promote a positive attitude and environment. Ability to prioritize multiple tasks and projects. Ability to work independently with minimal supervision. Ability to establish and maintain effective working relationships with other personnel, system partners, and the public.

With a culture of recognition and reputation for excellence, ELS is the ideal organization in which to develop a long and successful career! of Administrative Assistant in Brooksville, Florida. What you'll do: The Administrative Assistant helps to maintain property operations and to attract and serve guests and residents. Your job will include: * Greet guests in a professional and friendly manner. * Maintain open communications with all property and regional staff. * Work closely with management to develop an integral team that effectively represents the quality and professionalism of the company. * Process accounts payable within the automated accounting system. * Assist in processing procurement card reconciliations. * Organize and maintain files and order office supplies. * Research and implement company-sponsored activities. * Attend and participate in training programs and seminars as required. * Handle inquiries by telephone in order to back up property staff. * Run errands, including delivering various communications to guests or residents, as needed. * Perform other miscellaneous duties as assigned. Experience & skills you need: * High school diploma, or the equivalent experience. * 1+ year of office experience. * Strong communications and organizational skills. * Meticulous attention to detail. * Proficiency with computers, preferably Microsoft Word, Excel and/or automated accounting systems. * Willingness to work a flexible schedule, including weekends. In return for your excellent skills and abilities, we offer a comprehensive benefits package including: medical, dental, and vision plans, a generous 401(k) employer match, and paid vacations, holidays, and sick time. We invite you to visit our web site at ********************************* for additional information regarding our exceptional resort communities. As an Equal Opportunity Employer, we welcome and thank all applicants.

Job Function: Performs administrative level secretarial work, including administrative support to the Department. Key responsibility will be the information/membership desk of the new Resource and Recreation Center and assist in the daily operations of the facility. Responsible secretarial and record keeping requiring considerable judgment in the daily activities of the Parks & Recreation Department. Receive calls and give information to callers, screen and route calls to appropriate destinations in a professional and courteous manner. Assists with filing and monitoring of administrative files, publicize, market and brand special events and recreational programs related to the Resource and Recreation Center. Position employees in this classification function at a complex clerical capacity and create complex documents and reports, maintain filing systems, as well as provide general office management support. Responsible for assisting in the PO, P-card, and billing of the department. Performs other related duties as required or assigned. Career Path: Administrative Coordinator Essential Duties: The essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required. Administrative assistance to the Director, departmental senior staff and staff of the Resource and Recreation Center. Manage daily operations of the information/membership desk of the Resource and Recreation Center. Assist lead staff in the overall operations of the Resource and Recreation Center facility. Assist in creating and implementing rules of the Resource and Recreation Center. Research, compose and type effective correspondence and memorandums, charts, reports and other departmental forms and materials independently or from general instructions. Establish and maintain filing system/records for the Department. Follow retention schedules according to the State Records Retention Standards. Answer incoming phone lines, screen and route telephone calls, handle calls when possible, provide information, and take complete and concise messages. Requisition materials and supplies and enter coded invoices for payment, maintain open purchase orders, prepare check requests and if necessary; budget transfers and amendments. Give out information according to department rules, regulations and policies. Assist with updating departmental Web Pages, City Calendar. Researching and reports for various Parks & Recreation related issues. Create presentations in power point as necessary. Creation and publishing of promotional material and digital content for the promotion of Parks & Recreation events and programs related to Resource and Recreation Center. Coordinates and schedules City Parks & Recreation Facilities, meetings, meeting rooms and required equipment for internal meetings and those with other departments, vendors, Departmental programs, and business community. Assists customers with facility rentals online, collecting payment as needed, making changes and cancelling reservations on a daily basis. Assists customers with registrations, transfers, etc. for activities and programs on a daily basis. Perform other related functions as required. Knowledge, Skills, and Abilities: Excellent knowledge of business English, punctuation, mathematics and spelling. Specific knowledge in how a City, County, or Government operates. Excellent verbal and written communication skills. Excellent customer service skills. Excellent team player. Exceptional knowledge of modern office practices and procedures. Exceptional ability to maintain files and records. Knowledge in budget processes. Knowledge of working with boards/committees and taking notes. Exceptional computer skills in Windows, Ms Office, Canvas, Adobe. Ability to maintain confidentiality. Ability to work some evenings/weekends/holidays and overtime work as required. Spanish language ability is a plus but not required. Bilingual candidates are encouraged to apply. Required Qualifications: High School graduation or GED required. One (1) year training or course work in business executive secretarial or related field preferred. Or equivalent of work experience. Must have at least one (1) year responsible secretarial experience in the public or private sector. A comparable amount of education and/or experience can be substituted for the minimum qualifications. Complete the required National Incident Management System (NIMS) training within 6 months of completion of probationary period. Must possess a valid Florida Driver's License. Essential Physical Skills: Ability to clearly communicate verbally. Acceptable eyesight (with or without corrections). Acceptable hearing (with or without hearing aid). Able to lift and /and or carry weight up to ten (10 lbs.) pounds. Walking or standing for periods of time. Able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Must be physically able to operate a variety of office machines and equipment including computer, copier, telephone, calculator, etc. Equipment: Computer system and components. Multi-line telephone Copier Fax machine Calculator Environmental Conditions: Works inside in an office environment. (Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.) Note: Job Descriptions are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS. The City of Mount Dora is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Mount Dora will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Mount Dora is a drug-free, smoke-free, EOE.

Administrative Assistant/Receptionist Hughes Brothers Construction is now hiring! We are a heavy civil contractor specializing in large site infrastructure, underground utilities and roadway construction throughout Central Florida. HBC offers competitive pay, a robust benefits package and the chance to join a legacy built on hard work, trust and pride in every project! The Administrative Assistant/Receptionist will provide pivotal administrative support to ensure efficient operation of the office, provide excellent customer service and assist in managing the day-to-day office operation Responsibilities: Perform general clerical duties, including data entry, photocopying, faxing, mailing, filing and Friday Folder management. Maintain office supplies inventory, employee swag and giveaway merch and place orders as needed. Answer and direct incoming calls, take messages and relay accurate information to the appropriate parties. Handle the day-to-day needs of employees for their phone and tablet devices including new hire set-up, upgrades, troubleshooting and terminations. Handle incoming and outgoing mail, packages, deliveries and drop-offs as needed. Maintain confidentiality and handle sensitive information with integrity. Collaborate with other team members to support overall office operations and perform additional administrative tasks as assigned but management. Manage the reception area, ensuring a clean and organized environment. Desired Qualifications: Must be at least 18 years of age High school diploma or GED preferred Bilingual in English and Spanish is a plus Prior experience as an administrative assistant providing support in a fast-paced environment Proficiency in Microsoft Office Suite Strong written and verbal communication skills Ability to practice discretion and maintain confidential information Demonstrates adaptability and flexibility Benefits: Paid Holidays Generous Paid Time Off (PTO) package Medical, Dental, Vision, and Supplemental Insurances with employer contributions 401K with employer match Long-Term Incentives Submit your application by clicking on the "apply" button for the position desired. Walk-in applications are accepted at our main office in Wildwood, Florida. Hughes Brothers Construction is an equal opportunity employer and a drug-free workplace.

Wiginton Fire Systems is seeking a Service Administrative Assistant at our Gainesville Branch. To be considered for this position, candidates must have administrative experience in the construction industry. Those with administrative experience specifically in fire protection or the fire sprinkler trade will be regarded as highly qualified. While all applicants may apply, unqualified candidates may not be contacted. Job Description and Responsibilities: * Manage the appointments/Service calendar, ensuring appointments/inspections are accurately scheduled and rescheduled as needed. * Provides customer service as the primary interface between our Inspectors, Service Techs and Customers * Create and maintain service files in databases and branch physical files. * Coordinate efforts of technicians and administrative staff to ensure timely, efficient execution of all committed orders. * Ensure that all repair items noted on inspection reports are followed up with a quotation. * Assist in any financial-related issues as assigned. * Provide Weekly service invoicing reports to the Service Manager. * Perform all other duties as assigned. Job Requirements * High school diploma or equivalent * Admin experience in Fire Protection, Fire Sprinkler trade, or knowledge of NFPA Standards. * Exceptional organizational planning, communication, time management, and leadership skills. * Proficient in Microsoft Office. * The stamina and ability to perform mentally strenuous work for extended hours. * Experience with ERP software (Microsoft Dynamics GP preferred). * Have a clean Criminal background and MVR. * Pass a Drug Screening. Wiginton is a 100% employee-owned company. We celebrated our 50th low-drama business in 2017. Our administrative staff has been with us for an average of 10 years or more. We offer competitive pay and market-leading benefits including paid time off at 90 days, low-cost, high-quality health insurance, two retirement plans, and a great, low-drama working environment. If you are tired of finding a job and want to find a home, we are the place for you. Benefits: * Own a Piece of the Pie: Become an employee-owner and share in the company's success. This isn't just a job; it's an opportunity to build long-term wealth and directly benefit from your contributions. * Secure Your Future: Plan for a comfortable retirement with our generous 401(k) plan, complete with company matching to help your savings grow faster. * Comprehensive Health & Well-being: Enjoy peace of mind with our top-tier health, dental, vision, and life insurance coverage. We've got you covered so you can focus on what matters most. * Protection When You Need It Most: Protect your income with short-term and long-term disability insurance, which provides a safety net in case of unexpected events. * Take Control of Your Healthcare: Manage your healthcare expenses wisely with our flexible spending account, allowing you to use pre-tax dollars for eligible medical costs. * Recharge and Pursue Your Passions: Enjoy generous paid time off to relax, explore your interests, and maintain a healthy work-life balance. We value your time and want you to be your best inside and outside of work. * Get Rewarded for Your Well-being: Prioritize your health and get rewarded for it! Our Wellness Rewards program offers incentives for healthy habits, making it easier and more rewarding to live a healthy lifestyle.

The Administrative Assistant provides general administrative support for ATS's field service and operations teams. This role is designed to support day-to-day office workflow and keep critical documentation accurate and timely.

Job Description Bayonet Plumbing, Heating, and Air Conditioning, a division of IES, is looking for an Office Assistant in our Clermont location. This position will provide high-level administrative support to multiple departments within the company. Qualified candidates will be friendly, team-oriented, and have the following skills: Excellent interpersonal skills to build strong relationships with colleagues Effective communication, including speaking, writing and active listening Extremely proficient with Microsoft Office, with a heavy emphasis on Excel Good phone presence Attention to detail Accurate work production Time management, prioritization, organization and multitasking abilities Ability to work independently, self starter works well with little supervision Highly organized These additional skills are not required but are beneficial Bilingual Benefits: Medical, Dental, Vision, and supplemental insurance Company-paid life insurance and short term disability insurance 401K plan Paid Holidays Powered by JazzHR ir Wt6kga0n

The Administrative Assistant performs day-to-day functions using established systems and procedures and provides assistance to administrative and management teams. Manages multiple calendars; arranges meetings, conference calls, and video conferences using Outlook and other tools such as MS Teams and Zoom Proofreads and edits documents and reports Assists case management staff and program leadership with administrative duties related to state and Federal grant programs Serves as primary point of contact for office staff, program applicants, and client visitors within the program intake center Coordinates meals for lunch meetings, breakfast meetings, and suppers for staff working after office hours Assists with travel arrangements, meeting arrangements, data entry, correspondence, and document scanning Enters time and expense information into the time entry system for staff when requested Other duties as required Supervisory Responsibilities: N/A Qualifications, Knowledge, Skills and Abilities Education: High school diploma, required; Associate's, preferred Experience: Two (2) or more years' experience in a professional office environment, preferred License/Certifications: N/A Software: Proficiency in Microsoft Office, required Familiarity with document retention software, preferred Language: Bilingual Spanish, preferred Other Knowledge, Skills, & Abilities: Advanced computer and office equipment skills, including scanners, copiers, printers, binders, projectors, video conferencing equipment, and multi-line telephone system Ability to troubleshoot and solve problems Flexibility to work overtime if needed - before or after normal business hours

Job Details Century Fire Protection Ocala - Ocala, FL Full Time NoneAdministrative Assistant Div. 188 Ocala, FL Responsible for ensuring accuracy and efficiency of operations, providing administrative support and assist Accounts Receivable with processing invoices and monitoring incoming payments. Essential Duties and Responsibilities include the following. Other duties may be assigned. Perform clerical duties to support division operations. Assist with entering data into software system. Assist with collection and tracking of data. Provide support with contracts, certificate of insurance or other requests. Perform other clerical or administrative duties as required to support the division. Education and/or Experience High School Diploma or GED; two or more years related experience and/or training; or equivalent combination of education and experience. Computer Skills Microsoft Office to include Word, Excel; Microsoft Dynamics 365 preferred. What's In It For You? Century Fire Protection is one of the largest and most successful full-service fire protection companies based in the Southeast and we are still growing! There are a wide range of positions and countless opportunities for career growth. Each employee is empowered to do their job and serve our clients. There is no better place to work in the industry! We are experts in design, fabrication, installation, and maintenance of all types of fire protection systems in virtually all commercial markets for each stage of a buildings life cycle. Headquartered in Duluth, GA, Century Fire has more than 20 offices across seven states including Alabama, Florida, Georgia, Kansas, North Carolina, South Carolina, Tennessee, Texas, and Virginia. Benefits We believe our people are our biggest asset and as such, we offer comprehensive benefits, education, and training to ensure employees succeed and grow. Benefits include: Medical Dental Vision Flexible Spending Accounts Voluntary Life Insurance Short-term & Long-term Disability Paid Time Off Paid Holidays 401(K) with Company Match Employee Assistance Program Employee Relief Fund Supplemental Insurance including Critical Illness, Hospitalization & Accident Century Fire Protection is a GREAT place to work! Come and GROW WITH US!

Job Details Gainesville Office - Gainesville, FL Full Time $15.00 - $21.84 Hourly DayDescription Together We Soar! Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Florida's Top Workplaces. Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values! JOB SUMMARY: Your Flight Plan! The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. RESPONSIBILITIES AND DUTIES: Ready to Fly! Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department. Performs desktop publishing. Creates and develops visual presentations. Establishes, develops, maintains and updates filing system. Retrieves information from files when needed. Organizes and prioritizes large volumes of information and calls. Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Answers phones and takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other departments to cover phones. Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains policies when necessary. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. This position has no supervisory responsibilities. REQUIRED EXPERIENCE AND QUALIFICATIONS: The Wingspan Needed! High school diploma. Prior administrative experience. Occasional travel may be required PHYSICAL DEMANDS AND WORK ENVIRONMENT: Our Nest is your Nest! This is a largely sedentary role however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. Ability to lift up to 15 lbs BENEFITS: The Perks of Eagle Pride! At Vesta Property Services, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet your needs and the needs of your family, including your pets. We offer benefits such as medical, dental and vision, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan. In Addition, we provide support by offering free counseling sessions, legal advice sessions, professional development and an outstanding referral program- to both our Full-time and Part-time staff associates! AAP/EEO Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. DRUG FREE WORKPLACE In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace. OTHER DUTIES MAY BE ASSIGNED The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Salary: 18-22 hourly Wiginton Fire Systems is seeking a Service Administrative Assistant at our Gainesville Branch. To be considered for this position, candidates must have administrative experience in the construction industry. Those with administrative experience specifically in fire protection or the fire sprinkler trade will be regarded as highly qualified. While all applicants may apply, unqualified candidates may not be contacted. Job Description and Responsibilities: Manage the appointments/Service calendar, ensuring appointments/inspections are accurately scheduled and rescheduled as needed. Provides customer service as the primary interface between our Inspectors, Service Techs and Customers Create and maintain service files in databases and branch physical files. Coordinate efforts of technicians and administrative staff to ensure timely, efficient execution of all committed orders. Ensure that all repair items noted on inspection reports are followed up with a quotation. Assist in any financial-related issues as assigned. Provide Weekly service invoicing reports to the Service Manager. Perform all other duties as assigned. Job Requirements High school diploma or equivalent Admin experience in Fire Protection, Fire Sprinkler trade, or knowledge of NFPA Standards. Exceptional organizational planning, communication, time management, and leadership skills. Proficient in Microsoft Office. The stamina and ability to perform mentally strenuous work for extended hours. Experience with ERP software (Microsoft Dynamics GP preferred). Have a clean Criminal background and MVR. Pass a Drug Screening. Wiginton is a 100% employee-owned company. We celebrated our 50th low-drama business in 2017. Our administrative staff has been with us for an average of 10 years or more. We offer competitive pay and market-leading benefits including paid time off at 90 days, low-cost, high-quality health insurance, two retirement plans, and a great, low-drama working environment. If you are tired of finding a job and want to find a home, we are the place for you. Benefits: Own a Piece of the Pie:Become an employee-owner and share in the company's success. This isn't just a job; it's an opportunity to build long-term wealth and directly benefit from your contributions. Secure Your Future:Plan for a comfortable retirement with our generous 401(k) plan, complete with company matching to help your savings grow faster. Comprehensive Health & Well-being:Enjoy peace of mind with our top-tier health, dental, vision, and life insurance coverage. We've got you covered so you can focus on what matters most. Protection When You Need It Most:Protect your income with short-term and long-term disability insurance, which provides a safety net in case of unexpected events. Take Control of Your Healthcare:Manage your healthcare expenses wisely with our flexible spending account, allowing you to use pre-tax dollars for eligible medical costs. Recharge and Pursue Your Passions:Enjoy generous paid time off to relax, explore your interests, and maintain a healthy work-life balance. We value your time and want you to be your best inside and outside of work. Get Rewarded for Your Well-being:Prioritize your health and get rewarded for it! Our Wellness Rewards program offers incentives for healthy habits, making it easier and more rewarding to live a healthy lifestyle.

The Administrative Assistant provides general administrative support for ATS's field service and operations teams. This role is designed to support day-to-day office workflow and keep critical documentation accurate and timely. KEY FUNCTIONS Prepare, organize, and update field service work orders and related forms. Collect job details from field personnel and ensure forms are complete and accurate before submitting them to the operation management. Assist with scanning, uploading, and maintaining electronic and physical files. Provide general office support including phone inquiries, greeting visitors, and managing incoming/outgoing mail. Assist with scheduling, data entry, and other administrative tasks as assigned. Maintain confidentiality while handling sensitive employee and/or customer information. *This job description is a summary of the primary job scope and should not be assumed as an all-inclusive description*