Administrative Operations Coordinator

Florida; Tallahassee (FL); On-site; USD 38,000 - 45,000; Full time

Job summary

Florida Department of Health is seeking an Administrative Assistant II to support the Division of Children's Medical Services. This role coordinates meetings, travel, and purchasing, reviews operations, and maintains a central filing system for the bureau.

The successful candidate will compile statistical reports, ensure policy compliance, and manage workflow and correspondence for the Bureau Chief. Based in Tallahassee with some travel, the position requires discretion and strong communication

Qualifications

• Ability to work independently and prioritize work assignments to coordinate and manage multiple tasks.
• Ability to understand, interpret and apply laws, rules, policies, procedures, and regulations.
• Skills in Word, Excel, Outlook, PowerPoint programs.
• Ability to access, collect, analyze information from data systems and other programs.
• Ability to prepare charts and other required reports.
• Ability to communicate verbally and in writing.
• Skills in maintaining effective relationships with other staff, providers, consumers, and agencies.
• Able to maintain strict confidentiality.

Responsibilities

• Assists in arranging and scheduling meetings, sending out notices, and preparing minutes.
• Makes travel arrangements for staff and maintains the Bureau Chief’s calendar, including scheduling appointments and coordinating meetings.
• Candidate will also serves as Travel Champion for the Bureau.
• Responsible for purchasing and fiscal functions such as researching and obtaining quotes for office equipment and supplies.
• Responsible for State Purchasing Card and tracking purchases, reconciling budget tracking documents.
• Assists in the review and development of recommendations related to the bureau's administrative operations, policies, and procedures.
• Assists in the implementation of policy and procedure as directed.
• Ensures accurate completion of and prompt submission of leave and attendance records for Bureau employees.
• Assists in the compilation of statistical reports and other information at the request of the Governor’s Office, the Surgeon General, the Deputy Secretary of Children’s Medical Services, the Communications Office, contract providers and the media.
• Formats, edits, and distributes quarterly and annual statistical reports.
• Coordinates a central filing system on files on major work assignments and projects.
• The candidate will ensure seamless operations by coordinating unit activities, enforcing policies, and managing assignments on behalf of the Bureau Chief.

Skills

Word

Excel

Outlook

PowerPoint

Independence

Policy knowledge

Data analysis

Charts

Communication

Confidentiality

Education

Currently employed by a State Personnel System

Job description

Florida Department of Health is seeking an Administrative Assistant II to support the Division of Children's Medical Services. This role coordinates meetings, travel, and purchasing, reviews operations, and maintains a central filing system for the bureau.

The successful candidate will compile statistical reports, ensure policy compliance, and manage workflow and correspondence for the Bureau Chief. Based in Tallahassee with some travel, the position requires discretion and strong communication