ADMINISTRATIVE ASSISTANT I - 55000831

State of Florida

1d•Onsite

About The Position

This position provides administrative and operational support to the IT Services Office at both district and statewide levels. Helps plan and coordinate projects, manage personnel processes (such as hiring and evaluations), and maintain documentation and tracking systems. Supports multiple IT managers by organizing schedules, calendars, and organizational charts, while assisting with special projects for a large team. Also handles office administration tasks like recordkeeping, purchasing, meeting coordination, and policy guidance, ensuring compliance with procedures.

Requirements

Knowledge of: Administrative principles and practices.
Knowledge of: Office procedures and practices.
Knowledge of: The principles and techniques of effective communication.
Skills in: Written and verbal communications.
Skills in: Reading, interpreting, communicating applicable rules, regulations and procedures.
Ability to: Collect data relating to administrative functions such as human resources, purchasing or report writing.
Ability to: Prepare correspondence and administrative reports.
Ability to: Understand and apply applicable rules, regulations, policies and procedures.
Ability to: Work independently.
Ability to: Plan, organize and coordinate work assignments.
Ability to: Communicate effectively.
Ability to: Establish and maintain effective working relationships with others
Two years of administrative or clerical experience.
An associate's degree from an accredited college or university can substitute for the required experience

Responsibilities

Assists in managing the overall administrative functions of the Information Technology (IT) Services Office in District 5. Assists in planning, coordinating and organizing work assignments and projects. Coordinates and review for accuracy personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations.
Assists in managing the overall administrative functions for the Statewide IT Services Manager. Assists in planning, coordinating and organizing work assignments and projects for 8 District IT Services Managers. Document reviews, edits and develops tracking spreadsheets, develop and maintain IT Service Managers (8) leave and training calendar, organizational chart creation and maintenance for 8 IT Service Management Team. Tasked with numerous Special Project tasks that are needed to support the 130 member IT Service Management Team.
Assists in maintaining file system, correspondence, meeting minutes, personnel actions and other related documents. Coordinates with management and other administrative staff on purchases, transfers and surplus of equipment to ensure department procedures are followed and all offices are in compliance. Processes purchasing card charges in Florida Accounting Information Resource subsystem (FLAIR) according to procedure. Reviews and distributes mail.
Coordinates, schedules and sets up conferences and meetings for the District Information Technology Services Office and Statewide Manager for Information Technology Services. Provides direction and assistance to staff on personnel rules, travel requests/reimbursements and other department polices and procedures.
Works with Management and staff to coordinate, process and research as necessary, personnel paperwork in accordance with department requirements.