ADMINISTRATIVE ASSISTANT I - 64029788
About The Position
The Administrative Assistant I provides administrative and fiscal support for the records management and control program in the Bureau of Vital Statistics’ Administrative Services Unit. The role reviews procedures for ordering, storing, shipping, and inventorying safety paper and assists with billing agencies. It also performs accounting, purchasing, and other fiscal duties. The Bureau of Vital Statistics registers Florida vital records, issues certified copies, maintains a centralized database and more than 22.5 million vital records, and provides reporting, policy, procedure, and monitoring services to county registrars and related organizations. The position is based at 1217 N Pearl Street, Jacksonville, Florida. Duties may include travel and deliveries, and incumbents may be required to perform emergency duty before, during, or beyond normal work hours or days. The role requires the ability to learn and communicate effectively in English, orally and in writing. Employment is contingent on applicable background screening and other stated employment requirements.
Requirements
- Knowledge of effective communication principles and techniques.
- Knowledge of data-collection methods.
- Ability to understand and apply applicable rules, regulations, policies, and procedures.
- Ability to prepare correspondence and administrative reports.
- Ability to collect, record, and analyze data related to administrative functions, including accounting, fiscal, and purchasing activities.
- Ability to plan, organize, and coordinate work assignments.
- Ability to establish and maintain effective working relationships.
- Ability to use problem-solving techniques.
- Ability to work independently.
- Excellent customer-service skills.
- Knowledge of Office 365 products, including Word, Excel, and Outlook.
- Valid driver’s license, required in order to make deliveries if needed.
- Ability to learn and communicate effectively in English, orally and in writing.
- Successful completion of required security background check; drug screening may apply as stated for safety-sensitive positions.
- Participation in direct deposit is required.
- Form I-9 completion and employment eligibility verification through E-Verify are required.
Nice To Haves
- Ability to lift boxes weighing up to 55 pounds each.
Responsibilities
- Maintain continuous inventory control of safety paper, vital records, archived records, and supplies; assist with ordering, tracking, receiving, and storing safety paper.
- Discuss safety-paper inventory control issues with administrative and technical personnel and recommend improvements to storage, inventory, and record security procedures.
- Assist with collecting cash, checks, money orders, and terminal settlement reports for the daily deposit; verify totals against the All Teller Report and deliver materials for deposit preparation according to established procedures.
- Review requisitions from Bureau of Vital Statistics offices and the 67 County Health Departments to determine eligibility for safety paper; prepare shipments and update inventory spreadsheets with audit control numbers.
- Provide fiscal data for invoicing County Health Departments.
- Assist with preparing and updating operating-budget reports and spreadsheets, printing reports, and conducting daily administrative activities.
- Assist with updating employee-training spreadsheets covering Train courses, People First classes, and other training environments.
- Assist with maintaining State-owned property records in the Asset Manager System, including new assets, surplus items, and property transfers.
- Perform other related duties and special assignments as required, such as travel.
- Make deliveries if needed.
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 supplemental insurance
- Retirement plan options, including employer contributions
- Flexible Spending Accounts
- Tuition waivers
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
