Administrative Coordinator — Board & Program Support

State of Florida; Largo (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

The State of Florida is seeking a STAFF ASSISTANT in Largo, FL for the Department of Health. The role supports program operations, manages contracts and boards, and handles purchasing and reporting tasks.

Essential duties include maintaining records, coordinating meetings, and ensuring deadlines are met. Strong knowledge of Microsoft Office and organizational skills are required, with preference for familiarity with Robert’s Rules of Order.

Qualifications

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods of data collection.
• Knowledge of and proficiency in utilizing Office software programs.
• Knowledge of Robert’s Rules of Order.
• Ability to manage and process payments and purchases.
• Ability to maintain strict confidentiality.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to create formal meeting agenda, packets and minutes.

Responsibilities

• Answer multiline phone system, use Microsoft products fluently for daily tasks, and maintain files, reports and binders needed for the success of the program.
• Make independent judgments toward the solution of problem situations.
• Organizes and completes projects, as assigned, within established schedules or deadlines.
• Provides back-up support to other program support staff during their absence and ensures position duties are covered in incumbent’s absence.
• Manages the details of position manuals outlining duties and procedures of support staff positions.
• Maintains Pinellas County School after school vendor list.
• Keeps program perpetual calendar up to date to ensure all deadlines are met.
• Participates in the maintenance and purchasing of program supplies, equipment, and materials.
• Make or approve purchases for official state business using the purchasing card in compliance with Florida Law.
• Assists the manager with meeting the requirements of all contracts relating to financial and operational activities of the child care licensing program.
• Participates in gathering information needed for funder lead audits and the annual financial audit.
• Supports the Executive Director to the Pinellas County Licensing Board.
• Responsible for Board records and historical data.
• Responsible for setting up meeting space and ensuring a quorum of Board Members.
• Compiles enforcement action information, recommendations related to rule changes, financial information, and other items related to the Board Meeting for Board Approval.
• Corresponds with Members of the Board and the program’s legal counsel.
• Responsible for legal noticing of Board Meetings and the creation and posting of Board agendas, packets and minutes to the PCLB website.
• Must be knowledgeable in Robert’s Rules or Order.
• Able to participate in Board Meetings outside of office hours as needed.

Skills

Microsoft Office

Office procedures

Communication skills

Robert's Rules

Problem solving

Independence

Job description

The State of Florida is seeking a STAFF ASSISTANT in Largo, FL for the Department of Health. The role supports program operations, manages contracts and boards, and handles purchasing and reporting tasks.

Essential duties include maintaining records, coordinating meetings, and ensuring deadlines are met. Strong knowledge of Microsoft Office and organizational skills are required, with preference for familiarity with Robert’s Rules of Order.