ADMINISTRATIVE ASSISTANT I - 60020967

State of Florida•Ocala, FL

3d•$34,760•Onsite

About The Position

This position performs a variety of complex office administrative support functions requiring independent judgment, research, collection of information/data, preparation, and maintenance of reports, and maintains the confidentiality of sensitive information. Initiates special projects and provides guidance to the administration to ensure deadlines are met and or targets are achieved. Provides direction and guidance to all administrative support located in each Administrative Unit within the Region.

Requirements

High School Diploma
Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of the methods of data collection.
Knowledge of office equipment and computer software.
Knowledge of sentence structure and correct grammar.
Knowledge of the principles and techniques of effective communication.
Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
Ability to prepare correspondence and administrative reports.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to utilize problem-solving techniques.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to work independently.
Ability to establish and maintain effective working relationships with others.
Valid Florida Driver’s License

Responsibilities

Schedules and coordinates meetings for the Operations and Program Manager and the Program Management Director.
Prepares correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination.
Prepares, and submits travel requests and reimbursements.
Prepares and submits required security forms to obtain systems access for staff within the administration as directed.
Coordinates teleworking and network installations for the administration.
Assists in coordinating with General Services, Information Technology, and or vendors as outlined in the Children and Families Operating Procedure (CFPO) 70-14.
Tracks and manages equipment contracts, completes change orders, and maintains meter readings, and maintains inventory of equipment and supplies.
Prepares and processes purchase requisitions and invoices through Florida Accounting Information Resource (FLAIR) and My Florida Market Place (MFMP).
Assists with the safety coordination and emergency operations planning according to the Emergency Operations Plan.
Prepares and processes human resource actions as directed by the Operations and Program Manager and the Program Management Director in accordance with the State Personnel Rules and Department policies and operating procedures.
Provides documents and other related material as it pertains to all human resource actions.
Assists with the hiring process by advertising position vacancies and assembling the hiring packets.
Assists with and tracks the scheduled performance evaluations within the Administration Unit and serves as a human resource liaison.
Maintains employee working files for the Administration Unit.
Develops and maintains tracking systems to ensure completion of assignments.
Compiles information and prepares reports for the Operations and Program Manager and the Program Management Director’s review.
Handles customer complaints and Department referrals/trackers; routes and or assigns to appropriate area for proper assistance, tracks, and follows up to ensure resolution.
Keeps management fully informed of activities, pertinent issues, upcoming events, and potential problems; notifies Client Relations Coordinator when appropriate.
Participates in required training, meetings and conferences, and other duties as assigned.