ADMINISTRATIVE ASSISTANT I - 60020967

Florida; Ocala (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

State of Florida, Department of Children and Families in Ocala seeks an Administrative Assistant I to provide wide-ranging office support, requiring independent judgment and discretion with sensitive information.

The role covers scheduling, correspondence, travel, security forms, teleworking coordination, purchasing through MFMP, and HR liaison duties, with opportunities to contribute to reports and program operations.

Qualifications

• Requires High School Diploma and ability to handle confidential information.
• Strong knowledge of admin principles, procedures, and data collection methods.
• Proficiency with office equipment and standard software.
• Excellent written and spoken communication skills.
• Ability to work independently and manage multiple tasks.
• Experience supporting administrative units preferred.

Responsibilities

• Schedule and coordinate meetings for managers.
• Prepare correspondence, reports, and meeting minutes.
• Submit travel requests and reimbursements.
• Process security forms to obtain system access.
• Coordinate teleworking and IT/network installations.
• Track equipment contracts and maintain inventory.
• Assist with hiring processes and personnel records.
• Develop tracking systems and prepare supervisor reports.
• Handle customer service issues and refer to appropriate areas.

Skills

Administrative principles

Office procedures

Data collection

Office equipment

Grammar and writing

Effective communication

Independent judgment

Time management

Research tasks

Education

High School Diploma

Job description

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Requisition No:885028

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60020967

POSITION DESCRIPTION (Duties and Responsibilities):

This position performs a variety of complex office administrative support functions requiring independent judgment, research, collection of information/data, preparation, and maintenance of reports, and maintains the confidentiality of sensitive information. Initiates special projects and provides guidance to the administration to ensure deadlines are met and or targets are achieved. Provides direction and guidance to all administrative support located in each Administrative Unit within the Region.

Administrative - Schedules and coordinates meetings for the Operations and Program Manager and the Program Management Director. Prepares correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination. Prepares, and submits travel requests and reimbursements. Prepares and submits required security forms to obtain systems access for staff within the administration as directed. Coordinates teleworking and network installations for the administration.

Building Functions - Assists in coordinating with General Services, Information Technology, and or vendors as outlined in the Children and Families Operating Procedure (CFPO) 70-14. Tracks and manages equipment contracts, completes change orders, and maintains meter readings, and maintains inventory of equipment and supplies. Prepares and processes purchase requisitions and invoices through Florida Accounting Information Resource (FLAIR) and My Florida Market Place (MFMP). Assists with the safety coordination and emergency operations planning according to the Emergency Operations Plan.

Personnel - Prepares and processes human resource actions as directed by the Operations and Program Manager and the Program Management Director in accordance with the State Personnel Rules and Department policies and operating procedures. Provides documents and other related material as it pertains to all human resource actions. Assists with the hiring process by advertising position vacancies and assembling the hiring packets. Assists with and tracks the scheduled performance evaluations within the Administration Unit and serves as a human resource liaison. Maintains employee working files for the Administration Unit.

Reports - Develops and maintains tracking systems to ensure completion of assignments. Compiles information and prepares reports for the Operations and Program Manager and the Program Management Director’s review.

Customer Service - Handles customer complaints and Department referrals/trackers; routes and or assigns to appropriate area for proper assistance, tracks, and follows up to ensure resolution. Keeps management fully informed of activities, pertinent issues, upcoming events, and potential problems; notifies Client Relations Coordinator when appropriate.

Participates in requiredtraining, meetings and conferences, and other duties as assigned.

• High School Diploma

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of office equipment and computer software.
• Knowledge of sentence structure and correct grammar.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to work independently.
• Ability to establish and maintain effective working relationships with others.

LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS:

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:

OCALA, FL, US, 32674 OCALA, FL, US, 33474 OCALA, FL, US, 34470 OCALA, FL, US, 34471 OCALA, FL, US, 34472 OCALA, FL, US, 34473 OCALA, FL, US, 34474 OCALA, FL, US, 34475 OCALA, FL, US, 34478 OCALA, FL, US, 34479 OCALA, FL, US, 34482

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.