ADMINISTRATIVE ASSISTANT I - 64026680

State of Florida • Tallahassee, FL

2d • Onsite

About The Position

This position is responsible for assisting the Radioactive Materials Section staff and the environmental manager in administrative and operational office management matters. Assists in developing methods in planning and coordination of policies and procedures of overall activities of the Radioactive Materials Section. Researches materials and prepares periodic statistical reports. Oversees the preparation and tracking of purchasing paperwork, verifying receipt of equipment and maintaining receiving reports. Oversees the logging of all incoming license applications, amendment requests, informational material and general correspondence related to the Radioactive Materials section. Based on knowledge of the technical terminology used by the section, makes decisions as to whether the incoming item should be assigned to the professional staff or whether to prepare the necessary response for approval by the administrator. Distributes materials and reviews all out-going Radioactive Materials licenses and correspondences, travel vouchers and travel requests for correct format, spelling, sentence structure, grammar, and completeness. Oversees the maintenance of records and receipts of the license fee collection. Assures timeliness of billings and renewal notices to licensees. Tracks billing for license payments which are 90 days overdue and follows up with phone calls as needed. Coordinates with fiscal staff members to assure proper accounting. Makes travel arrangements and prepares appropriate documents as needed for radioactive materials section staff and Environmental Administrator. Acts as records coordinator, assists with administrative inquiries, maintains leave and attendance records for Radioactive Materials staff. Updates operating procedures manual in the Radioactive Materials section. Responsible for revising, updating and overseeing the maintenance of highly specialized and complex legal records in the form of radioactive materials license files and inspection reports. Prepares monthly licensing actions report as requested by the Environmental Administrator. Assigned responsibility for maintaining information in accordance with state and federal statutes, rules, regulations and Department of Health policy as it relates to Information Custodian, Delegation of Authority. Performs other related duties as required. Incumbent may be required to work before, during and/or beyond normal work hours or days in the even of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergecy duties including, but not limited to, responses to or threats involving a disaster or threat of disaster, man-made or natural. This position is in compliance with and monitors compliance (when applicable) of the mandatory requirements in Section 215.422 and 112.061, Florida Statues, and Chapter 691-24.001, Florida Administrative Code. Assigned purchasing card responsibilities. Assigned purchasing card responsibilities. This position is responsible for prepartion of purchasing and approval of purchasing.

Requirements

• Must have a valid Florida Driver's License.
• The incumbent in this position may be required to use vehicles owned, leased, or operated by the state of county to conduct official state business.
• The incumbent in this position will be required to travel in-state away from their headquarters and out-of-state, to perform or support the performance of statutory functions.
• Knowledge of purchasing practices, travel rules and regulations, correct spelling, punctuation and grammar.
• Ability to work independently.
• Ability to establish and maintain effective working relationships with others in a team environment.
• Ability to handle a multi-line system to include the use of proper telephone etiquette.
• Ability to use Microsoft Office.
• Ability to prepare letters, travel and purchasing forms, memoranda and other standard correspondence in correct format.
• Ability to follow office procedures and practices.
• Ability to sort data alphabetically, numerically and categorically.
• Ability to reconcile fees.
• Skill in typing.
• Skill in filing.
• Skill in using Microsoft Word, or other word processing applications.
• Skill in preparing letters, memoranda and other standard correspondence in correct format.
• Current authorization to work in the United States without employer sponsorship.
• Willing to physically come in the office to perform the duties & responsibilities of the position.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency. This may include working in a special needs or Red Cross shelter, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• High School Diploma and two years of office experience; proficiency in Microsoft Office Word, and Excel

Responsibilities

• Assisting the Radioactive Materials Section staff and the environmental manager in administrative and operational office management matters.
• Developing methods in planning and coordination of policies and procedures of overall activities of the Radioactive Materials Section.
• Researching materials and preparing periodic statistical reports.
• Overseeing the preparation and tracking of purchasing paperwork, verifying receipt of equipment and maintaining receiving reports.
• Overseeing the logging of all incoming license applications, amendment requests, informational material and general correspondence related to the Radioactive Materials section.
• Distributing materials and reviewing all out-going Radioactive Materials licenses and correspondences, travel vouchers and travel requests for correct format, spelling, sentence structure, grammar, and completeness.
• Overseeing the maintenance of records and receipts of the license fee collection.
• Assuring timeliness of billings and renewal notices to licensees.
• Tracking billing for license payments which are 90 days overdue and following up with phone calls as needed.
• Coordinating with fiscal staff members to assure proper accounting.
• Making travel arrangements and preparing appropriate documents as needed for radioactive materials section staff and Environmental Administrator.
• Acting as records coordinator, assisting with administrative inquiries, maintaining leave and attendance records for Radioactive Materials staff.
• Updating operating procedures manual in the Radioactive Materials section.
• Revising, updating and overseeing the maintenance of highly specialized and complex legal records in the form of radioactive materials license files and inspection reports.
• Preparing monthly licensing actions report as requested by the Environmental Administrator.
• Maintaining information in accordance with state and federal statutes, rules, regulations and Department of Health policy as it relates to Information Custodian, Delegation of Authority.
• Performing other related duties as required.
• Working before, during and/or beyond normal work hours or days in the event of an emergency, including working in special needs or Red Cross shelters, or performing other emergency duties.
• Monitoring compliance with mandatory requirements in Section 215.422 and 112.061, Florida Statues, and Chapter 691-24.001, Florida Administrative Code.
• Preparation of purchasing and approval of purchasing.

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
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED