Administrative Assistant

Requisition No: 876681

Agency:
Children and Families

Working Title:

ADMINISTRATIVE ASSISTANT I * -

This position provides assistance to the Adult Protective Services Program Administrator through proficiency in a wide variety of confidential budgetary, fiscal, personnel, and administrative matters. Responsibilities involve a high degree of knowledge and skill in all operations and programs, requiring initiative and utilizing independent judgment, assessing office and program management needs, all while operating within well-established policies, rules, regulations, and statutory guidelines.

Work is performed under the supervision of the Program Administrator. Duties and responsibilities include, but are not limited to:

• Compose, type, proofread, and process a variety of routine correspondence and forms, including but not limited to those related to personnel changes, attendance and leave issues, travel reimbursement requests, disciplinary documentation, monitoring activities, and fiscal matters.
• Assist Human Services Counselors with completing various vouchers for submission to the Central Office. Complete CCDA spreadsheet monthly and forward to Human Services Specialist.
• Process purchase requisitions and receiving reports according to state guidelines.
• Maintain equipment inventory for the unit and check and order supplies for program staff on an as needed basis. Copier services for Florida State Hospital and Quincy office.
• Receive and screen incoming mail, processing those items which can be handled personally, forward the rest to appropriate staff with necessary background materials.
• Type and prepare meeting minutes for all conference calls and meetings facilitated by the Supervisor within 48 hours of the event.
• Assist Bay, Jackson, Leon, Jefferson, Wakulla, and Franklin Counties Investigations/Services unit with case assignment, records maintenance, supply request, equipment and inventory tracking and other related duties. Assist with record requests for Legal Department.
• Act as the Human Resources liaison for Adult Protective Services, preparing and submitting new hire packets, Request for Personnel Action and position descriptions. Assist with the development of employment advertisements in People First/Talent Management.
• Receive visitors and telephone calls, referring inquiries to appropriate locations or staff. Attend trainings and meetings as assigned.
• Review, process and track all work assignments within the unit, ensuring accuracy and timeliness of responses.
• Provide technical assistance to staff regarding computer and administrative issues.
• Perform other related duties as assigned.

• Knowledge of administrative principles and practices. Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem‑solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

• High school diploma
• 2+ years of related work experience

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center . Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug‑Free Workplace Act.

VETERANS’ PREFERENCE
. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are…