Administrative Assistant in Tampa, Florida at White Sands Treatment Center of Tampa LLC

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient day-to-day functioning of the facility. This position works collaboratively across clinical, medical, wellness, maintenance, housekeeping, and administrative departments. The ideal candidate is organized, dependable, detail-oriented, and comfortable managing multiple priorities in a fast-paced behavioral healthcare environment while maintaining professionalism, confidentiality, and HIPAA compliance.

Responsibilities

Administrative & Office Support

• Manage and maintain appropriate levels of office inventory and supplies, including monitoring stock, placing orders, receiving deliveries, and organizing supplies.
• Coordinate and order client meals and lunches as directed.
• Open, sort, and distribute incoming mail and packages to the appropriate departments or staff members.
• Assist with general administrative duties, filing, document organization, copying, scanning, and other office needs.
• Support facility leadership with special projects and administrative requests as needed.

Purchasing, Budget & Credit Card Oversight

• Assist with company credit card reconciliation, including reviewing receipts, transactions, and supporting documentation for accuracy.
• Monitor credit card activity and promptly identify and report unapproved, unauthorized, or questionable charges to management.
• Maintain organized records of purchases and receipts to support monthly reconciliation and financial reporting.
• Monitor departmental and facility purchasing to help ensure spending remains within established budgets.
• Be mindful of pricing and cost-effectiveness when ordering office supplies, meals, and other facility necessities.
• Communicate potential budget concerns, unusual spending patterns, or anticipated overages to management.

• High school diploma or equivalent required;
• Minimum of 2 years of administrative or office support experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and as part of a team

Schedule: Day Shift

Pay: $24.04 per hour/$50k annually

Employment Type: Full-Time

Benefits

• Health Insurance (Medical, Dental, Vision)
• Paid Time Off (PTO) – vacation, holidays- 3 WEEKS PTO
• Paid Holidays
• 401(k) Retirement Plan
• Life Insurance
• Disability Insurance – Short-term and/or Long-term
• Employee Assistance Program (EAP)