Administrative Assistant Ii

Requisition No: 870116
Agency:
Department of Health

Working Title:

ADMINISTRATIVE ASSISTANT II
- Pay Plan:
Career Service
Position Number:
Salary: $34,760.00 - $44,422.04
Posting Closing Date: 02/22/2026

• Serves as the professional administrative assistant to the Bureau Chief; performs special assignments, research, and report preparation as required; represents the Bureau in administrative meetings and other events; coordinates the Bureau Chief’s schedule; prepares agendas and minutes; initiates follow‑up actions; and is responsible for travel arrangements and travel vouchers.
• Reviews incoming correspondence (including email assignments) to assess the action necessary; handles routine correspondence and assignments such as researching issues and preparing appropriate responses, typing documents, proofreading, photocopying, and mailing; initiates assignment tracking, routes to appropriate staff, monitors status, and provides follow‑up to ensure timely completion.
• Reviews outgoing correspondence for accuracy, appropriateness, and compliance with departmental policies before the Bureau Chief’s signature.
• Purchases office supplies and materials via a state‑issued purchasing card and e‑procurement; complies with federal and state purchasing requirements; maintains accurate records; performs approval and reconciliation duties; prepares receiving reports as required by state law and departmental policies; monitors compliance with Section 215.422, Florida Statutes, and Chapter 3A‑24, Florida Administrative Code.
• Maintains current information on department and bureau systems, policies, and processes to ensure compliance; learns new administration‑related systems to assist in training; analyzes administrative processes to identify improvements; formulates and recommends appropriate actions to resolve issues and problems.
• Processes and maintains the Bureau’s personnel paperwork; prepares tables of organization, personnel action request forms, position descriptions, and other paperwork; coordinates advertisement, application handling, and new‑hire personnel packages; assists in reviewing applications, interviewing applicants, and orienting new employees.
• Coordinates and directs operation of the Bureau’s central telephone system; ensures coverage during business hours; provides training to new staff; monitors telephone answerers for accurate information and customer‑service techniques.
• Liaises with other departmental staff for personnel and other administrative issues; provides technical assistance, training, and guidance to callers and staff; serves on work teams to solve operational and programmatic issues.
• Collects, compiles, and analyzes data and information related to the bureau budget and operations; maintains databases; uses data to prepare reports, graphs, and tracking systems; prepares special reports and correspondence as needed.
• Performs daily administrative activities including telephone coverage, photocopying, faxing, and mailing; files and maintains an effective and current paper and computer filing system; maintains official documents; assists in coordinating the Bureau’s retention and disposal of records in accordance with federal and state requirements.
• Maintains and improves professional knowledge and skills through participation in staff meetings and development activities.

Performs other related duties as required.

• Knowledge of: administrative and clerical procedures and systems; standard business formats and style for letters and business forms; methods of data collection and analysis; problem‑solving techniques; correct spelling, grammar, punctuation; principles and techniques of effective communication; and basic bureau policies and procedures.
• Skill in: microcomputers and standard software; public speaking and communicating technical information to different audiences.
• Ability to: perform basic arithmetical calculations; prepare correspondence and reports; organize files and reports; operate general office equipment; handle telephone calls courteously; understand and apply rules, regulations, policies; think…