ADMINISTRATIVE ASSISTANT I - 37010824

State of Florida

55d

About The Position

In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department’s Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures and/or general orders applicable to performing the duties of this position. The employee is expected to identify and meet the needs of customers in order to provide excellent customer service.

Answer and route incoming calls to the appropriate program staff. Provide general information and assistance to callers as requested and needed. Take messages accurately and ensure timely follow-up. Assist staff and public in researching and retrieving files and data. Updates the tracking system.
Oversee end-to-end mail processes, conducting twice-daily mail runs, ensuring accurate delivery to program areas, and maintaining accountability for all outgoing mail in accordance with organizational procedures.
Provides electronic data management system (EDMS) support, including QA/QC and pre-indexing of DWM documents, scanning materials into EDMS, modifying index fields, and purging duplicate records. Also responsible for identifying and correcting system errors and handling issues as appropriate. Reviews records in electronic data management system for record retention and disposition purposes.
Provide backup support to other administrative staff as needed, ensuring continuity of operations, handling priority scans to ensure timely processing, and monitor/respond to the Shared Services Mailbox, addressing inquiries, set-up and reset new hire workspaces, ensuring they are fully equipped and ready prior to arrival, prepare & route welcome cards for new employees, ensuring timely delivery. Maintain records of distributed welcome cards and follow-up to ensure the new hires receive them.
Provide general clerical support such as photocopying, scanning, and filing documents.
Makes necessary purchases, have knowledge of policies and approval requirements for the programs within the Division through the State computer system, Works. Having knowledge of proper Purchasing Card usage, ensuring that all required documents are properly completed and submitted in a timely manner. Following up on further actions that may be required. Identifies and manages section inventory of properties. Have knowledge of the funding codes in the programs they are working under, ensuring to code purchases correctly. Knowledge of setting up vehicle reservations, DMS requests for the division.
Acts as a clerk for the division, utilizing an understanding of clerking guidelines. If necessary, becomes a notary to provide that service to the division.
Performs other job-related duties or projects as needed.

Requirements

• Understanding of basic office protocols and procedures.
• Ability to prioritize tasks and manage time effectively.
• Ability to understand customer needs and respond appropriately.
• Knowledge of telephone courtesy and procedures.
• Strong verbal and written communication abilities.
• Basic formatting, grammar, and written communication standards for preparing messages, correspondence, and documentation.
• Ability to operate office equipment such as scanners, copiers, postage machines, and multi-line phone systems.
• Ability to establish and maintain effective working relationships.
• Ability to work well with others in a team setting.
• Ability to work well under pressure.
• Maintain organized filing systems, perform routine clerical duties, and manage multiple tasks while meeting deadlines
• At least two (2) years of verifiable related experience.
• Valid Driver’s License.

Responsibilities

• Answer and route incoming calls to the appropriate program staff.
• Provide general information and assistance to callers as requested and needed.
• Take messages accurately and ensure timely follow-up.
• Assist staff and public in researching and retrieving files and data.
• Updates the tracking system.
• Oversee end-to-end mail processes, conducting twice-daily mail runs, ensuring accurate delivery to program areas, and maintaining accountability for all outgoing mail in accordance with organizational procedures.
• Provides electronic data management system (EDMS) support, including QA/QC and pre-indexing of DWM documents, scanning materials into EDMS, modifying index fields, and purging duplicate records.
• Reviews records in electronic data management system for record retention and disposition purposes.
• Provide backup support to other administrative staff as needed, ensuring continuity of operations, handling priority scans to ensure timely processing, and monitor/respond to the Shared Services Mailbox, addressing inquiries, set-up and reset new hire workspaces, ensuring they are fully equipped and ready prior to arrival, prepare & route welcome cards for new employees, ensuring timely delivery.
• Provide general clerical support such as photocopying, scanning, and filing documents.
• Makes necessary purchases, have knowledge of policies and approval requirements for the programs within the Division through the State computer system, Works.
• Acts as a clerk for the division, utilizing an understanding of clerking guidelines.
• Performs other job-related duties or projects as 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 other supplemental insurance options;
• Retirement plan options, including employer contributions
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees