Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT I - 60003793
Location: Blountstown

the state personnel system is an e-verify employer. For more information click on oure-verify website .

requisition no:882634

agency: children and families

working title: administrative assistant i -

department of children and families tallahassee, florida open competitive this is not a telework position. Candidate will be required to work in office. this is a full-time position working 40 hours per week. regular business hours of operation are 8:00 am to 5:00 pm est, monday - friday. some travel may be required. to be considered for this position responses to the qualifying questions are required and must be verifiable based on your submitted application.

description

this is work providing highly responsible administrative support in the office of child and family well-being (ocfw). This position may have direct access to agency managerial employees and information of a confidential nature which has been determined to relate to either employer/employee relations, collective bargaining and/or other personnel issues or budget development.

duties include, but are not limited to

• lead point of contact for tracking and assigning documents within the document production system (dps) and ensuring the office meets each deadline. This includes legislatively mandated reports, inspector general assignments, etc.
• handling information requests from internal and external stakeholders.
• providing support services by implementing administrative systems, policies, procedures, and monitoring administrative projects.
• setting up and coordinating meetings and conferences.
• making travel arrangements for the director and office staff when requested, including tracking information regarding travel arrangements, providing information to staff, and completing travel reimbursement paperwork in a manner consistent with department rules and procedures.
• processing a variety of correspondence, researching subject matter, and preparing replies.
• assisting with preparation of reports, publications, and other materials.
• resolving administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• ensuring operation of equipment by completing preventive maintenance requirements, including calling for repairs, maintaining equipment inventories, and evaluating new equipment.
• providing information by answering questions and requests to supervisors and fellow workers.
• maintaining supply inventory by checking stock to determine inventory level, including anticipating needed supplies, placing/expediting orders, and verifying the receipt of supplies.
• assisting with purchasing and/or leasing materials, supplies, and equipment.
• acting as an approver/reconciler for p-card charges and providing the appropriate paperwork for payments in a manner consistent with department rules, policies, and procedures.
• reviewing, tracking, and distributing incoming correspondence, including maintaining control records of incoming correspondence and documents.
• providing guidance and assistance to staff in the completion of administrative assignments and establishing due dates to ensure office deadlines are met.
• attending human resource meetings and keeping abreast of all changes in procedures.
• working with assigned team with personnel requests, including the coordination and production of personnel actions, such as paperwork to hire new employees, separation of employees, maintaining tables of organization for ocfw, and maintaining employee files with up-to-date changes and all necessary documents for personnel changes and actions.
• completing other duties, as assigned.
• 5% of travel

work experience requirements

• knowledge of good customer services principles and techniques for handling telephone calls in a professional, courteous, and efficient manner.
• knowledge of office procedures.
• knowledge of standard business formats and styles for letters and forms.
• ability to establish and maintain effective working relationships with others.
• ability to understand and apply applicable rules, regulations, policies, and procedures.
• ability to professionally interact with both internal and external customers in a tactful, courteous, and effective manner.
• ability to communicate effectively orally and in writing.
• ability to record, collect, evaluate, and analyze data.
• ability to work independently by planning, organizing, and coordinating work assignments.
• ability to be self-directed, self-motivating, and show initiative.
• ability to exercise independent judgment.
• ability to conduct research.
• ability to be attentive to detail.
• skill in writing, preparing, reviewing and editing procedures, reports, documents and forms.
• skill in organizing and record keeping.
• skill in computers, spreadsheet and work processing.

educational requirements

• high school diploma is required.

work experience requirements

• three years of professional work experience.

software proficiency

• knowledge and understanding of microsoft office suite 2010 or greater.
• knowledge and understanding of microsoft outlook.

candidates…