Ops Administrative Assistant

Ops Administrative Assistant I -

The Ops Administrative Assistant I position reports directly to the Chief of Planning and Evaluation. The position will be responsible for providing administrative support to ensure efficient operation of the office by performing a variety of clerical and administrative tasks. The following duties and activities are assigned to the Administrative Assistant in support of the Department's mission, goals, and responsibilities:

Pay:
Salary will be commensurate with experience and qualifications, ranging from $15.00 to $18.00, hourly.

Duties and Responsibilities:

• Serve as the Office Manager and primary support staff for the Bureau of Planning and Evaluation.
• Consult with program supervisors and administrative staff to resolve administrative and operational issues and problems.
• Schedule appointments and maintain calendars.
• Meetings Records and distributes minutes or other records for meetings. Prepares agendas and schedules for meetings.
• Travel Manage travel arrangements for all staff in the bureau, prepare pre-travel authorizations and prepare travel reimbursement as needed.
• Budget Assist with monitoring the budget, ensuring all expenditures are made in the appropriate categories and within budget constraints, including grant expenditures. Prepare a monthly report of expenditures. Reconcile expenditures, including Pcard reconciliations.
• Communications Primary contact for correspondence tracking. Prepare communications, such as memos, emails, invoices, reports and other correspondence.
• Property Inventory Track property purchases and transfers. Conduct inventory as part of the DOEA regular inventory efforts.
• Staffing Assist staff with applications from People First, arranging interviews, managing applicant records for each position. Keep accurate, organized files. Attendance is a required function.
• Other support activities as needed.

Knowledge, Skills, and Abilities:

• Proficiency in MS Office Suite or related software
• Ability to work in a team environment
• Ability to work closely to support bureau project efforts as needed
• Ability to utilize problem-solving techniques
• Ability to plan, organize and coordinate work assignments
• Organizational and categorizing skills to facilitate ready retrieval of documents
• Ability to communicate effectively
• Ability to establish and maintain effective working relationships with others
• Ability to work independently
• Have experience with and understand principles of office management and coordination
• Understand office budgeting

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive employee benefits including:

• Participation in state group insurance (must meet eligibility requirements*)
• Participation in the Florida Deferred Compensation Plan (457b)
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan)
• Social Security Alternative Plan
• Flexible Spending Accounts

Our Organization and Mission:

The Department is dedicated to promoting the well-being, safety, and independence of Florida's seniors, their families, and caregivers. Its vision is for all Floridians to live well and age well.

Applicant Information:

Applicants should apply on-line via the People First Website by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise. If you have problems applying on-line, call the People First Service Center at  Paper applications will not be accepted by the agency.