Administrative Assistant

STI; Tallahassee (FL); On-site; USD 35,000 - 50,000; Full time

Job summary

A healthcare organization in Tallahassee seeks an Administrative Assistant to provide comprehensive support to the Chief of Medical Services. Responsibilities include managing calls, handling correspondence, coordinating travel arrangements, and ensuring compliance with departmental policies. The ideal candidate will be organized, detail-oriented, and capable of multitasking in a dynamic environment.

Responsibilities

• Providing administrative support to the Chief of Medical Services.
• Assist with daily administrative operations.
• Answer and re-direct calls on a multi-line phone system.
• Sort and distribute mail.
• Greet and assist visitors.
• Ensures compliance with DOH policies and procedures.
• Assists the Bureau Chief in coordinating operations.
• Coordinates, reviews, edits, and formats correspondence.
• Drafts, formats, and completes routine memos and letters.
• Coordinates travel arrangements and submits reimbursements.
• Coordinates meetings and prepares agendas.
• Coordinates arrangements for conference calls.
• Attends staff and other meetings as required.

Job description

Responsibilities

• Providing administrative support to the Chief of Medical Services
• Assist with daily administrative operations in the Division of Children’s Medical Services as directed by the Department.
• Answer and re-direct calls on a multi-line phone system as directed by the Department.
• Sort and distribute (internal and external) mail as directed by the Department.
• Greet and assist visitors in finding the correct destination as directed by the Department.
• Ensures compliance with DOH policies and procedures.
• Assists the Bureau Chief in coordinating daily operational functions within the Division.
• Coordinates, reviews, edits, and formats outgoing correspondence.
• Drafts, formats, and completes routine memos and letters within established timeframes.
• Coordinates travel arrangements, prepares itineraries, and submits travel reimbursements for the CMS Plan staff.
• Coordinates meetings, including scheduling of meeting rooms and preparation of agendas and materials.
• Coordinates and makes arrangements pertaining to conference calls.
• Attends staff and other meetings as required.