Administrative Assistant Ii

The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website .

Requisition No:883053

Working Title:

ADMINISTRATIVE ASSISTANT II -

• This is an intermediate administrative assistant position that represents & assists direct supervisor, the Program Management Director and other section staff. Reviews and streamlines program policies and procedures.
• Handling the Onsite Sewage Programs communication(s), travel, purchasing request, approval of routing protocols and customary business equipment; proofreads, correcting grammar, spelling and punctuation as necessary. These duties require a strong work ethic, dependability, the capacity to handle multiple assignments simultaneously, strong verbal & written communication skills, and the ability to respond quickly to short notice assignments.
• Serve as the first point of contact for customers consulting the Onsite Sewage Program. This requires a courteous demeanor and assistance to all “customers” including those who are contacting us about issues outside of the section’s area of responsibility or expertise by ensuring they are connected to the proper section staff.
• Assists Onsite Program Managers with task management, launching of new procedures and systems, minding quality control. Assist staff and board member volunteers’ procedures related to processing Travel Authorizations and Travel Reimbursement Vouchers in the Statewide Travel Management System as well as the State Purchasing Card and Works. Ensuring that required documents are properly completed and submitted to Finance and Accounting in a timely manner.
  
  Keeping up to date on the newest policies and procedures. Meeting all necessary fiscal deadlines.
• Handles the receipt of all incoming mail and packages, opens all correspondence, and date stamps upon receipt. Participates in file scanning projects, preparation and editing of various correspondence, reports, statistical data studies, reviews, outgoing mail, etc. Insert documents into Oculus. Serves as a department clerk for Final Agency Actions when needed.
• Maintains files of backup material used to prepare reports. Stays sufficiently familiar with routine reports to respond to inquiries concerning verification of numbers with backup files and other administrative types of inquiries.
• Send the final orders and variance result letters via email using the Program’s shared mailbox. Assist Program staff with screening and responding to emails from other programs in the Divisions’ shared mailbox.
• Assists with scanning, inserting incoming/outgoing documents into the Program appropriate Oculus Index. Assist with monitoring and managing Onsite shared mailboxes.
• Receive and submit monies into the Cash Received Application (CRA).
• Assists with scanning QAQC program files.
• Assist with regular updates for the program’s website, document transfers, SharePoint, and 508 Compliance.
• Assist with DEP Welcome Desk with coverage, as needed.
• Performs other duties as assigned.

• Knowledge of administrative and clerical procedures.
• Ability to organize and set up filing systems. Ability to plan, organize and coordinate work activities.
• Ability to follow written/verbal instructions.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of management practices.
• Ability to understand and apply applicable rules, regulations, policies, and procedures related to management analysis practices. Ability to communicate effectively, verbally and in writing.
• Ability to organize and prioritize work assignments.
• Ability to utilize multi-line phone system and office equipment.
• Ability to be an active listener, ask appropriate questions, be resourceful and work independently with minimal supervision.
• Knowledge of State computer programs such as Works, STMS, RDS, OCULUS, FLEET.
• Knowledge of My Florida Market Place (MFMP) and People First.
• Ability to use software…