OPS-Administrative Assistant II - 77901633

Florida; Tallahassee (FL); On-site; USD 32,000 - 40,000; Full time

Benefits offered by this job

Health insurance eligibility

Deferred Compensation

Employee Assistance Program

Job summary

The Florida Fish and Wildlife Conservation Commission seeks an Administrative Assistant for the 3rd floor in the Division of Habitat & Species Conservation. This full-time OPS position handles front-desk duties, visitor greeting, email, phone inquiries, and general office support.

Responsibilities include editing documents, scheduling meetings, travel reimbursements, office supplies, and coordinating events; ensuring confidential handling and high attention to detail.

Qualifications

• A high school diploma and six years of professional experience in administrative work; a bachelor’s degree can substitute for four years.
• Proven ability to deliver excellent in-person, phone and email customer service.
• Strong organization and attention to detail in a busy office.

Responsibilities

• Greeting and assisting visitors, directing them to appropriate staff or locations as needed.
• Providing daily customer service support to both the public and employees.
• Offering administrative assistance to the HSC Director’s Office, including editing documents, routing mail, scheduling meetings and managing incoming inquiries.
• Coordinating staff travel arrangements and processing reimbursements (STMS).
• Ordering, managing, and tracking office supplies for the floor.
• Maintaining printers and associated supplies to ensure functionality for all staff.
• Reporting, tracking, and following up on facility needs related to the 3rd floor.
• Managing the routing and follow-up of documents and records.
• Assisting with planning and coordinating office events and activities.
• Scheduling required vehicle maintenance and processing monthly vehicle logs for HSC assigned vehicle(s).

Skills

Microsoft Office

Customer service

Professional communication

Multi-line telephone

Organizational skills

Attention to detail

Education

High school diploma

Tools

Word

Excel

PowerPoint

Outlook

Job description

FWC Mission Statement: Managing fish and wildlife resources for their long-term well-being and the benefit of people.

Position Number: 77901633

Salary : $18.74 an hour--1920 hours a fiscal year

Working Hours: 8:00am – 5:00pm

List of Subordinates Supervised: None

Residency Requirement: within 25 miles of the office location

Employment in this position is contingent upon a satisfactory criminal history record check.

Agency information

Our organization: The FWC envisions a Florida where fish and wildlife are abundant and thriving in healthy and connected natural landscapes with vital working lands and waterways; where natural resources are valued and safely enjoyed by all; and wherein natural systems support vibrant human communities and a strong economy.

Our Mission: Managing fish and wildlife resources for their long-term well-being and the benefit of people.

Every organization has an identity that is forged not only by what it does, but by how it conducts itself. The values embedded in our mission and expressed in the vision of the FWC are to make quality decisions by being dynamic, science-informed, efficient, ethical, collaborative and committed to the vitality of the state and its environment.

The Division of Habitat & Species Conservation is comprised of six Sections and two offices. This position works within the Division Director’s Office of the Florida Fish and Wildlife Conservation Commission’s Division of Habitat and Species Conservation.

Minimum Qualifications: A high school diploma and six years of professional experience in administrative work. A bachelor’s degree can substitute for four of the six years’ experience.

Description of Duties : The Administrative Assistant serves as a primary point of contact for agency staff and visitors on the 3rd floor. This position is responsible for delivering exceptional customer service in person, by phone, and through email, ensuring all interactions are handled promptly, courteously, and professionally.

Key responsibilities include:

• Greeting and assisting visitors, directing them to appropriate staff or locations as needed.
• Providing daily customer service support to both the public and employees.
• Offering administrative assistance to the HSC Director’s Office, including editing documents, routing mail, scheduling meetings and managing incoming inquiries.
• Coordinating staff travel arrangements and processing reimbursements (STMS)
• Ordering, managing, and tracking office supplies for the floor.
• Maintaining printers and associated supplies to ensure functionality for all staff.
• Reporting, tracking, and following up on facility needs related to the 3rd floor.
• Managing the routing and follow-up of documents and records.
• Assisting with planning and coordinating office events and activities.
• Responsible for scheduling required vehicle maintenance and processing monthly vehicle logs for HSC assigned vehicle(s)

Knowledge, Skills, and Abilities:

Knowledge in using Microsoft Office: Word, Excel, PowerPoint and Outlook

Knowledge of general office procedures and practices

Knowledge of and skills in using a multi-line telephone

Ability to provide customer service to internal and external customers

Ability to respond to the public in a professional and effective manner

Ability to effectively focus and complete detailed and complex tasks

Ability to organize and file documents

Ability to establish and maintain effective working relationships

Ability to work in a confidential environment

Ability to pay high attention to detail

Ability to work independently

Ability to communicate effectively both verbally and in writing

In addition to submitting an electronic State of Florida employment application and completing the qualifying questions, please attach a cover letter. This letter should at minimum explain your interest in the specific organization and position and identify your most relevant skills or experiences.

This is a full-time OPS (Other Personnel Services) position. OPS employees are paid for the number of hours they work, but do not receive paid leave, or paid holidays. OPS staff have the potential to participate in health insurance benefits and Deferred Compensation investment retirement program.

WHAT BENEFITS ARE APPLICABLE TO OPS EMPLOYEES?

• State of Florida 401(a) FICA Alternative Plan - mandatory
• Participation in state group health insurance (must meet eligibility requirements. Consult with People First or the Human Resource Office for details.)
• Deferred Compensation - voluntary
• Employee Assistance Program – voluntary

WHAT BENEFITS ARE NOT APPLICABLE TO OPS EMPLOYEES?

• Any form of paid leave
• Participation in the Florida Retirement System
• Reinstatement rights or retention rights

Answers to qualifying questions must be validated in application, resume and cover letter.

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.

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.