Staff Assistant

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Requisition No:884309

Agency:
Children and Families

Working Title:

STAFF ASSISTANT -

JOB FAMILY:

OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATIONAL GROUP:

OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATION: EXECUTIVE SECRETARIES & ADMIN ASSISTANTS

This position will be located in Panama City, FL (Bay County, FL)

A completed State of Florida Application with no lapse in dates of employment is required in order to be considered for this position

43-6011-02

Staff Assistant (Anticipated Vacancy)

This is administrative work assisting a Program Operations Administrator in the operations of a Service Center. This employee independently researches and gathers data and prepares reports. Initiates special projects and provides guidance to assist in achieving the goals of the service center. Performs a variety of complex secretarial and administrative support functions that requires independent judgment.

Two (2) years of Secretarial or Clerical work experience. Experience working in spreadsheets (Excel) and word documents (Word). High School diploma or its equivalent

Knowledge of FLAIR System Knowledge of My Florida Market Place  / Ariba On Demand System Knowledge of People First Human Resources Information System Knowledge of State Property and Records Management rules and regulations

Assists the Circuit Program Administrator (OPA) with various projects as directed by the Program Administrator. Exercises independent judgment and decision-making ability in determining work priorities and work assignments. Provides clerical assistance to circuit Supervisors. Performs other related duties as assigned.

Assists Supervisors with human resource activities including but not limited to:
Assisting in the recruitment process from advertising positions on People First to hire date, by setting up interviews, skills assessments, background checks, conducting reference checks, and preparing New Hire Packages.

Responsible for compiling and submitting complete and accurate personnel packages to Human Resources, submitting various Personnel Action Items to HR via the DASH Footprints system. Maintaining an organizational chart of the Circuit and other lists.

Responsible for ordering and managing goods and services needed for Circuit operations. This includes utilizing the Ariba-On-Demand System (AOD/MFMP) to create purchase requisitions, receiving reports, process invoices, managing purchase orders and communicating with vendors.

Develops tracking systems to ensure completion of assignments as requested. Compiles information for management reports. Maintains statistics and disseminates information appropriately.

Assists OPA in safety coordination and Emergency Management. Ensures forms, office supplies, and equipment is ordered and maintained. Assists with Property Inventory. Coordinates vendor activities for the service center. Schedule’s room and attendees for meetings.

Assists clients, receives visitors, answers calls, and make referrals. Follows-up to ensure timely and appropriate outcomes. Keeps supervisor fully informed of activities, pertinent issues, upcoming events, and potential problems. Drafts and composes responses for correspondence. Answers inquiries about policy and procedures when possible.

Originates, composes, and types correspondence. Take notes and completes minutes. Operates all office machines and equipment. Performs other related duties as required.

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of People First System
• Knowledge of Personnel rules and regulations.
• Knowledge of basic arithmetic.
• Skills in the use of Microsoft Office including Word, Excel, PowerPoint, Outlook and TEAMS.
• Ability to perform basic arithmetical calculations.
• Ability to work independently.
• Ability to deal with others in a tactful and courteous manner in person, phone and email.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to operate office equipment such as computer, telephone, scanner, printer, etc.
• Ability to communicate effectively.
• Ability to establish and…