Administrative Technician

Juno Beach, Florida
18 Oct 2016
10 Nov 2016
Contract Type
Full Time
The Administrative Technician will provide administrative support to the Senior Director of Property & Sales Tax, the Manager of Property Tax and his/her staff, and the two Manager of Sales and his/her staff. More specifically, the Administrative Technician will perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, skills and knowledge of organizational policies and practices. Responsibilities include, but are not limited to: processing tax payments through SAP, PowerPlant, and through the Accounts Payable function. Additionally, this individual will participate in routine assignments, conduct a variety of analytics, participate in special projects (e.g., Dwyer Academy of Finance, SPOT Mtgs, Summer Internship Program), respond to information and data requests, and document and recommend enhancements to processes and procedures. Interact with related internal and external customers on a routine basis. Work under general and direct supervision. Rely on multiple years of experience to plan and accomplish assigned tasks and goals.

Support functions for the broader team will be required such as presentation development/support, spreadsheet report creation, return filing support (e.g., mailing of returns, post-return file copies, scanning of returns).

Administrative services include, but are not limited, to the following:
  • ACCOUNTS/BILLS PAYABLE (SAP): Process payment of invoices & process monthly report of transactions; input and process tax bills in work flow, audit/input employee expense reports
  • ACCOUNTS RECEIVABLE (SAP): Process and deposit incoming checks; run monthly transaction reports
  • CALENDARS: Help manage a busy team by coordinating ad hoc meetings, schedule and prepare supporting materials for weekly Director, Manager, and Team meetings
  • COMMUNITY PROJECT - Coordinate Dwyer Community Wind Project events, (coordinate meetings & classes, prepare presentation materials, create award certificates, order gifts, launch surveys, update score sheets,etc.)
  • CONFERENCE ROOMS: Reserve conference rooms as requested
  • DOCUMENTUM: Assist Sales Tax Exemptions team with scanning and uploading exemption documentation into Documentum
  • FILING SYSTEM: Organize/maintain the physical and electronic filing system; file regularly; support letter logs and letter files
  • INDENTURES - Prepare legal documents for mailing/recording to County Clerk's offices and track as they are recorded and returned (includes cutting recording fee checks)
  • LITIGATION: Assist in preparing presentations for trials/hearings, etc. and help with logistical arrangements
  • MAIL: Process daily incoming mail (distribute, open, and stamp)
  • MEETINGS: Schedule and organize various meetings (presentation preparation, catering, etc.)
  • OPERATING PLAN: Update Operating Plans (4-blockers) as needed and schedule regular monthly meetings to discuss
  • PRESENTATIONS: Prepare or add finishing touches to PowerPoint presentations for entire team
  • PROFESSIONAL MEMBERSHIPS: Maintain membership & affiliation log as well as update the annual conferences schedule
  • PROPERTY TAX RETURN MAILINGS: Copy & scan returns for electronic & physical filing, prepare certified mail envelopes, and log mail dates & certified mail numbers on the compliance calendar. Monitor completions of returns on the calendar and remind the property tax team of upcoming due dates.
  • QUALITY EXPO: Quality Expo - Prepare materials for booth if participating in a given year
  • QUALITY TEAM SUPPORT: Actively participate on QI teams; help prepare presentations for QI Stories
  • RECORDS RETENTION: Annual review of records; archive records annually
  • SALES TAX EXEMPTIONS DATABASE: Update monthly with information from the team, refresh pivot table reports and route to management

Preferred Qualifications:
  • Strong computer skills with a willingness to learn new applications to enhance efficiencies.
  • SAP proficiency (Payments, system navigation)
  • Possess an innovative spirit necessary to identify efficiencies, creative presentations, reports, and documents presented to internal and external customers.
  • Must be a high-performing, effective communicator (oral & written).
  • Complete focus on customer service (internal/external) and a keen awareness of deadlines and commitments.
  • Must be highly motivated and self-starting with a strong bias for action.
  • Demonstrate respect, empathy, and grace to and for others.
  • Support key leadership roles

Required Qualifications:
Organization Skills:Competent;High School Grad / GED:Required;Experience:5 years;