ADMINISTRATIVE ASSISTANT I - 72000336

State of Florida • Tallahassee, FL

1d

About The Position

Incumbents in this position will be required to perform varied types of administrative work, reporting directly to the Facilities Manager at the Capital Circle Office Center. This responsibility requires performing research and gathering data, preparing written reports, independently initiating projects, interpreting policy and aiding the Facilities Manager.

Requirements

• Knowledge of office procedures and practices.
• Knowledge of proper phone etiquette.
• Knowledge of the methods of data collection.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, and Teamwork.
• Valid driver’s license.
• Three years of secretarial or clerical work experience.

Responsibilities

• Receives and processes daily mail, reviewing and routing accordingly.
• Receives and processes travel reimbursement vouchers for staff’s vicinity, training, and meeting travel.
• Maintains office files, processing all paperwork.
• Assists Facilities Manager in compiling data and completing forms for monthly operating reports.
• Processes personnel information as required.
• Orders and maintains office supplies.
• Assists in conducting daily administrative activities and/or directions, special projects, with the Facilities Manager.
• Assists Facilities Manager, Maintenance Supervisor, and maintenance staff as needed on various special projects, and for compiling of contract data for compliance and record maintenance (security, lawn care & custodial contracts).
• Performs special assignments for multiple properties as required.
• Interprets established policy and provides information for resolution of problems.
• Coordinates collection and presentation of data for use in preparation of budgets.
• Installs budget control methods concerning all phases of budget. Keeps track of spreadsheets as directed for budget control.
• Receives requisitions and processes them through E Procurement System as applicable. Obtains and processes phone quotations for building repairs, materials, or services from vendors for all facilities.
• Follows up on status of orders, ensuring their completion and approval in a timely manner.
• Phone calls to coordinate scheduling of services and payment of such with vendors.
• Prepare and process daily transmittals for VISA payments to vendors for all sites.
• Serves as the point of contact for the DMS office at the Capital Circle Office Center, conducts themselves in a courteous and professional manner.
• Represents the Department when dealing with agency tenants, clients, and the general public.
• Processes and coordinates tenant signage requests.
• Books conference rooms to be used by tenant agencies, processing applications for After Hours Use of Facility.
• Processes Sonitrol security access requests for tenants, issues corresponding access cards.

Benefits

• State of Florida employees enjoy top tier benefits offerings including comprehensive health coverage to meet the needs of you and your family while maintaining low deductibles and low monthly out of pocket contributions.
• State employees also enjoy the option of selecting between two retirement options, including the FRS Pension Plan and the FRS Investment Plan.
• As an additional benefit, state employment affords you the opportunity to take part in the tuition waiver program within the state university and community college systems.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed