ADMINISTRATIVE ASSISTANT I - 60003793

My Florida CFO; Tallahassee, Northern (FL, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

The Department of Children and Families in Tallahassee, FL is seeking an Administrative Assistant I to provide high-level administrative support within the Office of Child and Family Well-Being. This in‑office role entails tracking documents, coordinating meetings, arranging travel, and handling correspondence with internal and external stakeholders.

Candidates should have a high school diploma, at least three years of related experience, and strong skills in Microsoft Office and Outlook.

Qualifications

• High school diploma required; three years professional work experience.
• Knowledge of office procedures and standard business formats.
• Ability to work with supervisors and staff, meet deadlines, and manage multiple tasks.

Responsibilities

• Lead point of contact for tracking and assigning documents in the DPS and meeting deadlines.
• Coordinate meetings and travel arrangements for the Director and staff.
• Prepare replies, assist with reports and publications, and maintain equipment inventories.
• Process various correspondence and provide guidance to staff to meet office deadlines.
• Review, track, and distribute incoming correspondence and documents.

Skills

Customer service

Office procedures

Communication

Data analysis

Independent work

Education

High school diploma

Tools

Microsoft Office Suite 2010+

Microsoft Outlook

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:882634

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60003793

Department of Children and Families Tallahassee, Florida Open Competitive THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN OFFICE. This is a full-time position working 40 hours per week. Regular business hours of operation are 8:00 AM to 5:00 PM EST, Monday - Friday. Some travel may be required. TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION. Previously applicants need not apply.

DESCRIPTION

This is work providing highly responsible administrative support in the Office of Child and Family Well-Being (OCFW). This position may have direct access to agency managerial employees and information of a confidential nature which has been determined to relate to either employer/employee relations, collective bargaining and/or other personnel issues or budget development.

Duties include, but are not limited to:

• Lead Point of Contact for tracking and assigning documents within the Document Production System (DPS) and ensuring the office meets each deadline. This includes Legislatively Mandated Reports, Inspector General assignments, etc.
• Handling information requests from internal and external stakeholders.
• Providing support services by implementing administrative systems, policies, procedures, and monitoring administrative projects.
• Setting up and coordinating meetings and conferences.
• Making travel arrangements for the Director and office staff when requested, including tracking information regarding travel arrangements, providing information to staff, and completing travel reimbursement paperwork in a manner consistent with Department rules and procedures.
• Processing a variety of correspondence, researching subject matter, and preparing replies.
• Assisting with preparation of reports, publications, and other materials.
• Resolving administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Ensuring operation of equipment by completing preventive maintenance requirements, including calling for repairs, maintaining equipment inventories, and evaluating new equipment.
• Providing information by answering questions and requests to supervisors and fellow workers.
• Maintaining supply inventory by checking stock to determine inventory level, including anticipating needed supplies, placing/expediting orders, and verifying the receipt of supplies.
• Assisting with purchasing and/or leasing materials, supplies, and equipment.
• Acting as an approver/reconciler for P-Card charges and providing the appropriate paperwork for payments in a manner consistent with Department rules, policies, and procedures.
• Reviewing, tracking, and distributing incoming correspondence, including maintaining control records of incoming correspondence and documents.
• Providing guidance and assistance to staff in the completion of administrative assignments and establishing due dates to ensure office deadlines are met.
• Attending Human Resource meetings and keeping abreast of all changes in procedures.
• Working with assigned team with personnel requests, including the coordination and production of personnel actions, such as paperwork to hire new employees, separation of employees, maintaining tables of organization for OCFW, and maintaining employee files with up-to-date changes and all necessary documents for personnel changes and actions.
• Completing other duties, as assigned.
• 5% of Travel

Work Experience Requirements

• Knowledge of good customer services principles and techniques for handling telephone calls in a professional, courteous, and efficient manner.
• Knowledge of office procedures.
• Knowledge of standard business formats and styles for letters and forms.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to professionally interact with both internal and external customers in a tactful, courteous, and effective manner.
• Ability to communicate effectively orally and in writing.
• Ability to record, collect, evaluate, and analyze data.
• Ability to work independently by planning, organizing, and coordinating work assignments.
• Ability to be self-directed, self-motivating, and show initiative.
• Ability to exercise independent judgment.
• Ability to conduct research.
• Ability to be attentive to detail.
• Skill in writing, preparing, reviewing and editing procedures, reports, documents and forms.
• Skill in organizing and record keeping.
• Skill in computers, spreadsheet and work processing.

Educational Requirements

• High school diploma is required.

Work Experience Requirements

• Three years of professional work experience.

Software Proficiency

• Knowledge and understanding of Microsoft Office Suite 2010 or greater.
• Knowledge and understanding of Microsoft Outlook.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE

Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

Location

BLOUNTSTOWN, FL, US, 32424 TALLAHASSEE, FL, US, 32305 MIDWAY, FL, US, 32343 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32311 MONTICELLO, FL, US, 32344 TALLAHASSEE, FL, US, 32302 QUINCY, FL, US, 32353 TALLAHASSEE, FL, US, 32308 CRAWFORDVILLE, FL, US, 32327 TALLAHASSEE, FL, US, 32316 QUINCY, FL, US, 32351 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32303

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.