ADMINISTRATIVE ASSISTANT I - 64069823

State of Florida • TALLAHASSEE, FL

1d • $34,760 - $38,236 • Onsite

About The Position

The Administrative Assistant I provides administrative support to the Cancer Program within the Bureau of Tobacco Free Florida, Division of Community Health Promotion, and reports directly to the Cancer Program Administrator. The role supports program and bureau operations through correspondence review, workflow and document routing, purchasing, invoice and P-card reconciliation, travel arrangements, event administration, records and database maintenance, meeting coordination, website updates, and assistance with grant applications and reports. The position also helps develop and improve administrative protocols, supports staff training, and performs other duties as assigned or required by program activities.

Requirements

• Knowledge of Department of Health financial and procurement systems for tracking encumbrances and payments.
• Ability to maintain organized program and budget files.
• Ability to communicate effectively in written and verbal forms.
• Ability to prioritize and organize work assignments.
• Ability to work independently.
• Proficiency in Microsoft Word, PowerPoint, Access, and Excel.
• Ability to learn and communicate effectively in English, orally and in writing.
• Applicants must be Department of Health employees; applicants from outside the department will not be accepted.

Responsibilities

• Answer phones, manage the Cancer Program inbox, maintain files, type correspondence, and provide other assigned office support.
• Review outgoing program correspondence for accuracy, appropriateness, and compliance with departmental policies and guidelines.
• Provide bureau lead support for workflow and document routing.
• Maintain program equipment inventories and order and maintain office supplies.
• Train new staff in travel, purchasing, and correspondence processes.
• Develop and process Cancer Program purchases and purchase orders, and provide backup support for Tobacco-related purchases and purchase orders.
• Assist with invoice payments and reconcile P-card charges in a timely manner while complying with federal and state purchasing requirements.
• Lead development and submission of Department of Health continuing education unit applications, post-event documentation, and attendee certificates.
• Arrange staff travel and prepare travel authorizations and reimbursement vouchers within required timeframes.
• Develop, maintain, and update program administrative databases and manage program shared-drive files in coordination with program staff.
• Work with Cancer Section staff to plan and coordinate periodic training, education, and statewide Cancer Program meetings.
• Participate in the program, communicate with section members, troubleshoot problems, and revise or draft protocols to improve administrative efficiency.
• Review and update program web pages for compliance with department standards and protocols, and coordinate content updates with staff.
• Assist with grant application completion and submission of semi-annual reports to the CDC and other funding entities.
• Maintain working knowledge of relevant computer software, including PDF form development and revision, website management, and virtual meeting hosting support.
• Attend educational conferences and other opportunities for personal and professional growth and development.
• Perform other duties and responsibilities as assigned or required by program activities.

Benefits

• Annual and sick leave
• 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

What This Job Offers

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