ADMINISTRATIVE ASSISTANT I - 37020491

State of Florida

2d•Onsite

About The Position

In carrying out the duties of this position, the incumbent is expected to be aware of and abide by the Department’s Standards of Conduct, as well as all departmental and/or work unit rules, directives, policies, procedures, and/or general orders applicable to performing the duties of this position. Compliance with the processing requirements of Chapter 215.422, F.S. is mandatory. Persistent failure to comply with this section by any agency of the state shall constitute good cause for discharge of employees duly found responsible, or predominantly responsible, for failure to comply. This position assists in planning, coordinating, and implementing all administrative activities involved in park operations. Performs fiscal, purchasing, and budget tracking duties for parks. Maintains computerized budget tracking system and reconciles with FLAIR. Provides related budget reports to park manager and district. Assists park manager in the planning and administration of park contracts, use agreements and permits. Acts as purchasing agent, processes requisitions, bids, and p-card transactions. Performs and directs data entry required to maintain park records. Maintains park archival and resource files. Develops management reports and summaries for use in making management decisions and planning park activities, services, and resource management. Monitors and audits park revenue procedures and related reports. Performs or directs adjustments to cash register and/or CSR computer as needed. Maintains park property records. Prepares and processes paperwork relating to personnel activities to include leave and attendance, selection and recruitment, employee relations, and travel. Serves as timekeeper to assist with timesheet submittals. Assists in assuring park compliance with current division policies, procedures, and programs. Oversees and assists in training staff in proper administrative procedures and practices. Provides recommendations to park manager for processes and procedures which will promote efficiency and simplify park administrative functions. Attends meetings and training sessions and represents the Park Manager at meetings with division representatives, other agencies, and organizations. Processes technical park correspondence, investigates subject matter, and prepares replies. Responsible for greeting visitors at the Park entrance and providing information pertaining to the park and surrounding areas. Inform visitors of the park features as well as any current and upcoming park activities and events. Collects fees for park entrance and annual permits. Operate a cash register, accurately collect, record, and reconcile revenue collected. Provides assistance with routing and special correspondence relating to inquires from the public, organizations or other governmental agencies relating to a wide variety of subjects including park information, operating policies/procedures, administrative rules, employment opportunities, facilities/ services and various activities requiring specific knowledge of Division philosophies, administrative rules and operating policies and procedures. Represents park manager at public meetings, meetings with individuals or organizations within the Division and with other agencies and organizations, using a state vehicle. Handles special assignments, coordinates travel arrangements in and out of district; travel and hotel reservations. Develops management reports and summaries of operating data on a variety of subjects for use in making decisions on management of park's activities and services. This includes close liaison with park manager and assistant park manager. Performs and assists in concession monitoring, evaluation and contact compliance. Assists park manager in planning, coordinating and implementing training sessions in areas such as multimedia first aid, CPR and safety. Assists with developing local publicity and publicity contacts for newspaper, radio, and travel guides. Performs other related duties as required.

Requirements

Knowledge of administrative principles and practices
Knowledge of methods of data collection
Knowledge of principles and techniques of effective verbal and written communication
Knowledge of office procedures and practice
Skill in use of office equipment, personal computers and software including Microsoft Office, Word, Excel, and E-mail
Skill in preparing reports and spreadsheets, tracking budgets and preparing budget reports
Skill in using standard business formats and styles for letters and business forms
Skill in using correct spelling, punctuation and grammar usage
Skill in applying principles and techniques of records management
Skill in dealing with visitor inquiries and customers in a tactful, efficient and courteous manner
Ability to assist in formulation of budget preparation
Ability to collect, evaluate and analyze data relating to accounting, personnel, purchasing and report writing
Ability to prepare correspondence and administrative reports
Ability to prepare forms and reports on a wide range of subjects including fees, receipts, visitor use, visitor contacts, accidents, crisis and miscellaneous incidents, vehicle and equipment operations, property records, p-cards, purchase orders and requisitions
Ability to operate radio equipment and maintain logs
Ability to answer correspondence and maintain park files
Ability to perform computer, cash register transactions and reconciliation of receipts
Ability to operate computers and computer related programs to complete reports and forms
Ability to work independently
Ability to plan, organize and coordinate work assignments
Ability to understand and apply applicable rules, regulations, policies and procedures relating to administrative functions
Ability to utilize problem solving techniques
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with others
Valid Driver’s License

Responsibilities

Assists in planning, coordinating, and implementing all administrative activities involved in park operations.
Performs fiscal, purchasing, and budget tracking duties for parks.
Performs and directs data entry required to maintain park records.
Prepares and processes paperwork relating to personnel activities to include leave and attendance, selection and recruitment, employee relations, and travel.
Assists in assuring park compliance with current division policies, procedures, and programs.
Processes technical park correspondence, investigates subject matter, and prepares replies.
Responsible for greeting visitors at the Park entrance and providing information pertaining to the park and surrounding areas.
Provides assistance with routing and special correspondence relating to inquires from the public, organizations or other governmental agencies relating to a wide variety of subjects
Represents park manager at public meetings, meetings with individuals or organizations within the Division and with other agencies and organizations, using a state vehicle.
Handles special assignments, coordinates travel arrangements in and out of district; travel and hotel reservations.
Develops management reports and summaries of operating data on a variety of subjects for use in making decisions on management of park's activities and services.
Assists park manager in planning, coordinating and implementing training sessions in areas such as multimedia first aid, CPR and safety.

Benefits

Annual and Sick Leave benefits;
Nine paid holidays and one Personal Holiday each year;
State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
Retirement plan options, including employer contributions
Tuition waivers

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume