Administrative Assistant I - 37010952

Administrative Assistant I -

State of Florida Department of Environmental Protection

This position is located in Tallahassee, FL

Position Overview and Responsibilities:

In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department's Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures, and/or general orders applicable to performing the duties of this position. Serves as the administrative support for the Division and all program areas to facilitate daily operations and program effectiveness.

Assist in coordinating program-specific activities, events, and/or meetings, including preparation of agendas, materials, and follow-up documentation. Track and manage program related documents, including forms, records, reports, and compliance materials. Support special projects and other administrative tasks as assigned by Division Leadership. Coordinate and process purchasing requests for the Division in accordance with organizational policies. Track and maintain records for all purchase orders and ensure timely follow-up on outstanding requests.

Monitor the Division's Shared Services mailbox and ensure timely responses, routing, or handling of incoming messages. Log, track, and manage the Division's Priority Scans and ensure accurate documentation and delivery. Set-up and reset new hire work spaces, ensuring they are fully equipped and ready prior to arrival. Maintain inventory of office supplies and onboarding materials for new employees. Prepare and route welcome cards for new employees, ensuring timely delivery.

Maintain records of distributed welcome cards and follow-up to ensure the new hires receive them. Within the first week of employment, email new hires to collect information for the Quarterly New Hire Assist with workspace organization and coordination of minor facilities-related requests. Review scanned documents to ensure accuracy, completeness, and compliance. Identify and document errors or inconsistencies, and follow-up as needed to ensure timely corrections.

Coordinate with Division IT staff to address necessary edits or updates in the Department's databases. Maintain accurate logs and records of document reviews and corrections to support accountability and quality assurance efforts. Answer and route incoming calls to the appropriate Program staff. Provide general information and assistance to callers as requested and needed. Take messages accurately and ensure timely follow-up.

Handling the distribution of incoming and outgoing mail for the Division, maintaining accuracy and timeliness. Provide general clerical support such as photocopying, scanning, and filing documents.

Required Knowledge, Skills, and Abilities:

Understanding of administrative and clerical procedures, including file management, recordkeeping, and general office operations. Familiarity with purchasing processes and vendor coordination. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other standard office software. Problem-solving skills with the ability to identify errors and follow through with corrections. Ability to work independently while also functioning effectively as part of a team.

Ability to interact professionally with staff at all levels, including management, vendors, and external partners. Knowledge of entering and editing data into a computer system. Skill in handling telephone calls in a courteous and efficient manner. Ability to attend meetings and take notes/minutes. Ability to proofread documents; correcting grammar, spelling and punctuation as needed. Ability to organize files and other documents, analyze information and compile summary reports.

Ability to plan, organize and prioritize work tasks, handle large workloads, meet specific deadlines, and work effectively under pressure. Ability to operate general office equipment. Strong written and verbal communication skills for professional correspondence and interactions with internal and external stakeholders.

Minimum Qualifications:

At least two years of verifiable related experience.…