ADMINISTRATIVE ASSISTANT I OPS - 60930001

State of Florida • Dundee, FL

23h • $22 - $24 • Onsite

About The Position

The incumbent will act as the HR liaison, facilitating, communicating, and submitting documents/requests to HR, including new hire packets, Personnel Action Requests, position descriptions, and Classification Request Forms. This position provides highly responsible administrative support for the Office of Child and Family Well-Being. The incumbent may have direct access to agency managerial employees and confidential information related to employer/employee relations, collective bargaining, personnel issues, and budget development, preparation, or impact. Duties include conducting research, preparing reports, handling information requests, assisting with program and project management, assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and maintaining calendars for managers or departments. Incumbents may also train and supervise lower-level clerical staff. The position provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Responsibilities include coordinating meetings, conferences, and travel arrangements, including making travel arrangements for the Director and staff when requested, tracking travel information, and preparing travel reimbursement paperwork. The role also includes preparing reimbursements for external travelers for summits and conferences as needed. The incumbent processes correspondence by investigating subject matter, drafting responses, reviewing, assigning, and tracking correspondence assignments, and preparing reports, publications, spreadsheets, presentations, and other materials. Administrative problem-solving is performed by coordinating reports, analyzing data, identifying solutions, and tracking deadlines, milestones, deliverables, and action items. The position provides information by responding to questions and requests from supervisors, employees, and stakeholders. It also coordinates internal communications between departments and communicates with team members, vendors, and stakeholders as needed. The incumbent maintains office and project systems by organizing and maintaining filing systems (digital and paper), updating records, spreadsheets, tracking systems, and project software, and ensuring accurate documentation and recordkeeping. Office support duties include answering and directing phone calls, emails, and correspondence; scheduling appointments, meetings, and conference calls; ordering office supplies; maintaining inventory by checking stock levels, anticipating needs, placing and expediting orders, and verifying receipt of supplies. The role also supports onboarding and HR documentation, assists with travel arrangements and expense reports, ensures confidentiality of company and employee information, and follows up on pending or incomplete tasks. Additional responsibilities include attending meetings and recording minutes, assisting with project tracking and coordination, monitoring project progress, budgets, materials, and resource usage, assisting project managers with scheduling and logistics, supporting problem-solving and issue resolution, ensuring compliance with company procedures and standards, and assisting with quality control and site inspections when needed. Other duties and responsibilities associated with the position may be assigned as needed.

Requirements

• High school diploma or equivalent required.
• Previous experience in office management or clerical positions are preferred but not required.
• Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, and Verbal Communication.

Responsibilities

• Serve as the HR liaison by preparing, processing, and submitting HR-related documents such as new hire packets, personnel action requests, position descriptions, and classification forms.
• Provide administrative support to the Office of Child and Family Well-Being, including handling confidential information related to personnel, labor relations, and budget matters in accordance with applicable regulations.
• Conduct research, prepare reports, and respond to information requests in support of program and project activities.
• Perform general administrative duties including preparing correspondence, managing phone and email communications, scheduling meetings, maintaining calendars, and coordinating conference calls and visitors.
• Coordinate meetings, conferences, and travel arrangements, including preparing itineraries and processing travel and expense reimbursements.
• Draft, review, and track correspondence, reports, and other documents; analyze information, coordinate reports, and monitor deadlines, deliverables, and action items.
• Maintain organized filing systems and update records, databases, spreadsheets, and tracking systems to ensure accurate documentation.
• Order and maintain office supplies by monitoring inventory, placing orders, and verifying receipt of materials.
• Support onboarding processes and maintain HR documentation while ensuring confidentiality of employee and organizational information.
• Assist with project coordination, including tracking progress, monitoring budgets and resources, supporting scheduling and logistics, and assisting with issue resolution.
• Attend meetings, prepare agendas, and record meeting minutes as needed.
• Ensure compliance with organizational procedures and perform other duties as assigned.

Benefits

• Growth Opportunities: With 12,000 employees across the state DCF promotes opportunities and training for all. Our jobs are among the most challenging, complex, and difficult in State government. They are also among the most rewarding. All employees are encouraged to take advantage of available Department opportunities for advancement and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED