Administrative Assistant Iii

Administrative Assistant III -

This position's role within the Florida Department of Environmental Protection's Division of State Lands (DSL) is Florida's lead agency for environmental management and stewardship, serving as staff to the Board of Trustees. DSL's role goes far beyond just acquiring lands for protection. It provides oversight for the management of activities on more than 12 million acres of public lands, including lakes, rivers, and islands.

These public lands help ensure all Florida residents and visitors have the opportunity to truly appreciate Florida's unique landscapes.

This position will perform the following duties and responsibilities for the Office of the Director:

• The incumbent acts to assist or aid the Director and Deputy Director. Processes DSL correspondence; investigates subject matter; and prepares responses or routes for response and approval, as appropriate.
• Logs and tracks all received correspondence by the DSL, reviews DSL records and reports received and recommends courses of action.
• Performs special assignments, research, and report preparation, such as the preparation of reports to the Deputy Secretary's Office.
• Represents the director in matters as authorized in contacts with public officials, other governmental entities and the public.
• Ensures that all deadlines for correspondence and assignments are met by organizing and tracking; ensures that the resulting work product is accurate and consistent with Director's objectives.
• Maintains senior staff's calendars and daily schedules; to include planning for meetings, conferences, and travel arrangements.
• Coordinates the preparation of the DSL Management Team Meeting agenda; serves as recording secretary, and distributes minutes/notes for DSL Management Team Meetings.
• Reviews all correspondence for the Director's Office and reviews and edits the responses on behalf of Director's Office prepared by DSL staff.
• Tracks and prepares or coordinates preparation of responses to requests for information.
• Directs, coordinates, and prepares correspondence. Coordinates and tracks document flow for the Director's Office, elevating urgent items to senior staff when appropriate.
• Drafts and prepares reports, including technical and administrative reports, for senior staff. Research information at the request of senior staff in preparation for meetings or response to correspondence.
• Reviews incoming telephone calls for senior staff and makes determination of where calls should be routed for the most effective and efficient response.
• Assigns, coordinates, and prepares responses to public records requests for DSL. Serves as Training Liaison for DSL. Assists with administrative Human Resource functions as needed. Perform other duties as requested by the Deputy Director or Director.

Required

Knowledge, Skills and Abilities:

• Knowledge of:
  Basic management principles and practices; the methods of data collection and analysis; administrative principles and practices; office procedures and practices; the rules of grammar and punctuation.
• Skilled in:
  Operating a computer; the use of Microsoft Office Suite software (Excel, Word, PowerPoint) with proficiency in Outlook calendar scheduling.
• Ability to:
  Determine work priorities, assign work, and ensure proper completion of work assignments; communicate effectively both verbally and in writing; establish and maintain effective working relationships with others; understand and apply applicable rules, regulations, policies, and procedures; organize data into logical format for presentation in reports, documents and other materials; collect, evaluate, and analyze data to develop alternative recommendations, solve problems, document work and other activities relating to the improvement of operational and management practices;
  
  conduct fact-finding research; exercise sound independent judgment; work independently; solve problems and make decisions; plan, organize, and coordinate work assignments; and demonstrate teamwork.

Other Requirements:
Possess a valid driver's license. This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or…