ADMINISTRATIVE ASSISTANT I OPS - 60908089

State of Florida•Fort Myers, FL

About The Position

The Administrative Assistant I supports the Child Care Regulation Management Team, child care providers, and community members who need information about Child Care Regulation. The role provides front-line assistance by phone, email, and in person; handles routine requests; directs inquiries appropriately; and performs varied secretarial, administrative, and office-management duties. It also supports purchasing and invoice payment, equipment and supply management, recordkeeping, correspondence, reporting, and the Region’s Child Care Regulation filing system. The position must follow DCF and Child Care Regulation policies, especially those involving data security, confidentiality of protected information, and access to background-screening documents. The posted schedule is Monday through Friday, 8 a.m. to 5 p.m. The posting lists an hourly rate of $17.24 in the position details and elsewhere lists $16.23. The position is OPS (temporary employment).

Requirements

At least two years of experience in office management, office supervision, data entry, or clerical work.
High school diploma.
Ability to use a computer and programs such as Excel, Microsoft applications, Notepad, and Outlook.
Analytical and problem-solving skills.
Ability to write comprehensive, cohesive, detailed, and objective reports.
Time-management and organizational skills; ability to maintain confidentiality, multitask, and adapt to changes.
Skills in reporting, administrative writing, Microsoft Office, process management, organization, information analysis, professionalism, problem-solving, supply management, inventory control, and verbal communication.
Valid driver’s license required.

Nice To Haves

English/Spanish proficiency.

Responsibilities

Support the Child Care Regulation Management Team, child care providers, and community members seeking information about Child Care Regulation.
Greet clients, providers, and members of the public by phone, email, and in person; direct them appropriately, handle routine requests, and provide general information.
Date-stamp incoming mail and other documents and distribute them to appropriate staff.
Maintain equipment through preventive maintenance, repair requests, inventory tracking, and evaluation of new equipment and techniques.
Assist with purchasing through MFMP; track invoices and process payments in a timely manner to support timely provider payments.
Inventory office supplies monthly, order supplies, and submit payment for invoices related to services provided.
Follow DCF and Child Care Regulation Program policies, particularly regarding data security, confidentiality of protected information, and access to background-screening documents.
Perform complicated secretarial, administrative, and office-management duties.
Manage routine correspondence and disseminate it appropriately.
Prepare and maintain reports and logs for Administrative Complaints as requested by the Region.
Maintain tracking systems to keep the Licensing Manager, Child Care Licensing Supervisor, and counselors informed of changes and amendments.
Research special projects and develop supporting data and materials for the Child Care Licensing Manager and Licensing Supervisor for meetings and public-speaking engagements.
Maintain the Region’s Child Care Regulation filing system according to established procedures.
Complete other duties as assigned.