Administrative Assistant Ii

Administrative Assistant II -

This is a full-time, in-office position. Your specific responsibilities include providing administrative assistance to the Section Administrator, Executive Community Health Nursing Director, and a Public Health Advisor. The individual works independently to accomplish ongoing tasks involving administrative duties for the Section. In addition, this position independently plans, prioritizes, and oversees all administrative tasks, including correspondence, equipment inventory, service contracts, personnel packages, a filing system database, purchase orders and receiving reports, supplies and equipment, printing, and other processing functions.

Employee directly assists the Section Administrator and other key professional staff, including reviewing and analyzing correspondence for completeness, grammatical correctness, and programmatic accuracy, researching, disseminating assignments, and preparing responses to general correspondence. The incumbent is responsible for coordinating and maintaining a computerized filing system database, listed by categorical groupings and subject, to enable easy filing and efficient retrieval of all documents, reports, and correspondence.

The employee also maintains a computerized correspondence and assignment tracking system for all program assignments. Maintains current information on division policies and programs and processes routine matters within established policies. Assures that appropriate administrative procedures are implemented and followed throughout the Immunization Section by providing technical assistance and training as necessary to all staff regarding administrative operating procedures, policies, and guidelines.

Maintains manuals and correspondence on travel, and general services. Handle travel functions, and processing of various correspondence and reports within their assigned program areas. Initiates, prioritizes, plans, and oversees ordering supplies, forms, and equipment for the program. Directs purchasing, duplicating, general housekeeping, property control, and maintenance activities of the program. Maintains the Section Administrator appointment calendar and ensures his timely participation in scheduled activities by personal reminders.

Makes all-conference and travel arrangements and prepares reimbursement travel vouchers for the Section Administrator and key professional staff. Performs special assignments, research, and report preparation. Performs other duties as assigned.

Required knowledge, skills, and abilities include knowledge of administrative principles and practices, office procedures and practices, methods of data collection, and principles and techniques of effective communication. Ability to collect, evaluate and analyze data relating to administrative functions, prepare correspondence and administrative reports, understand and apply applicable rules, regulations, policies, and procedures, utilize problem-solving techniques, work independently, plan, organize, and coordinate work assignments, communicate effectively, and establish and maintain effective working relationships with others.

Qualifications:

Minimum – experience in administrative support. Preferred – experience providing administrative support for a work unit of more than 25 people. AA degree or higher.

Location:

Tallahassee, FL