Administrative Assistant

Administrative Assistant I -

Class

Title:

Administrative Assistant I

Division:
Office of Finance and Budget

City:
Tallahassee

County:
Leon

High school diploma or equivalent is required. Preferences:
Experience with Microsoft Office, Word, Excel, Outlook or similar software products. Experience creating requisitions in My Florida Market Place (MFMP). Customer service experience. Administrative experience in an office environment.

Special Notes:
The work hours are 8:00 a.m. – 5:00 p.m., Monday to Friday in office. Anticipated hiring salary will be based upon experience. Employees of the Department of Financial Services are paid on a monthly pay cycle. This position requires a security background check, including fingerprint as a condition of employment. Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

Minimum Qualifications for this position include the following required entry level knowledge, skills and abilities:
Ability to type letters, memoranda, and other standard business forms in correct format; to prepare correspondence and administrative reports, operate general office equipment and to use a personal computer. Ability to organize files and other records; to organize and maintain records management systems. Ability to perform basic arithmetical calculations; to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.

Ability to use correct spelling, punctuation, and grammar. Ability to handle telephone calls in a courteous and effective manner. Ability to communicate effectively both orally and in writing. Ability to plan, organize and coordinate work assignments and ensure proper completion of work deadlines. Ability to understand and apply applicable rules, regulations, policies, and procedures. Ability to utilize problem-solving techniques, work independently and plan, organize and coordinate work assignments.

Ability to establish and maintain effective working relationships with others. Ability to effectively communicate with others both verbally and in writing. Ability to review documents and warrants for accuracy and completeness. Knowledge and application of the methods of data collection, administrative and clerical principles and practices, office procedures and practices. Knowledge and application of computer software and equipment; proficient in use of Microsoft Office or similar software products.

Skilled in reading comprehension, understanding written work-related documents. Knowledge of how to research and identify essential information.

Brief Description of Duties:
This position involves independent/professional administrative work on a variety of complex matters such as fiscal, human resources, purchasing, reporting and other major functions and is responsible for the daily office management. The incumbent in this position will perform the administrative functions of the Office of Finance and Budget, Bureau of Financial Services. Performs a variety of administrative functions including, but not limited to administrative support to director, chief, managers and staff.

Answer incoming telephone calls, take messages, receive visitors, and refer callers/visitors to the appropriate personnel in a professional manner. Receives, dates stamps and distributes incoming mail and faxes to appropriate personnel daily; prepares and posts outgoing office standards and express mail. Prepares daily warrants for mailing. Reviews and research outstanding vendor warrants and resolves problems associated with these warrants as needed.

Monitors and procures office supplies, request equipment repairs and coordinates service and general office housekeeping. Incumbent completes all tasks assigned in a timely fashion and in accordance with established agency policies.