ADMINISTRATIVE ASSISTANT I - 43000507

State of Florida • Tallahassee, FL

6d • Onsite

About The Position

The Administrative Assistant I provides broad administrative, organizational, and clerical support in the Bureau of Fire Prevention, working under general supervision while independently developing work methods and sequences. The position serves directly as administrative assistant to the inspections section Safety Program Manager and supports bureau chiefs, managers, and supervisors in the bureau or assigned section/unit. It may provide temporary coverage for other administrative support staff.

The role prepares correspondence, meeting minutes, memoranda, reports, emails, and other documents; manages calls, visitors, appointments, calendars, mail, training events, and meeting-room arrangements; and communicates information to agency staff and the public regarding the Bureau of Fire Prevention’s areas of regulation and licensing. It also handles purchasing and expenditure records, maintains files and records, supports fleet and equipment coordination, and assists division staff during emergency activations and deployments. The employee may act as a contract manager as needed and performs other duties as needed.

Requirements

• High school diploma or equivalent.
• One year of clerical office experience.
• One year of customer service experience.
• One year of experience using MS Office applications such as Word, Excel, Outlook, and PowerPoint.
• One year of experience answering a multi-line telephone.
• Certified Contract Manager Certificate, or ability to obtain it within the first year of employment.
• Knowledge of standard business formats and styles of letters, office procedures and practices, effective verbal and written communication techniques, data collection methods, and problem-solving techniques.
• Ability to take and transcribe notes; organize files and records; compile and analyze data; perform basic arithmetic; use correct spelling, punctuation, and grammar; and operate general office equipment.
• Ability to handle a multi-line communications system and respond to telephone calls courteously and effectively.
• Ability to plan, organize, and coordinate work assignments; communicate verbally and in writing; establish and maintain effective working relationships; and use a personal computer and available MS Office software, including Word, Excel, Outlook, Access, and PowerPoint.
• Must complete a security background check, including fingerprinting, as a condition of employment.
• Incomplete applications will not be considered.

Nice To Haves

• State travel experience.
• P-Card or purchasing experience.

Responsibilities

• Draft correspondence, meeting minutes, memoranda, reports, emails, and other documents.
• Screen telephone calls and visitors; provide information, resolve issues, direct callers or visitors to appropriate personnel, and take messages.
• Schedule appointments, meetings, and training events; maintain calendars and coordinate staff schedules.
• Assist with preparing calendars and setting up conference, meeting, and training rooms.
• Make travel arrangements.
• Review incoming mail and email, assist with monitoring the bureau’s general email, and track mail entering and leaving the office.
• Communicate information to bureau leadership, staff, and the public regarding the Bureau of Fire Prevention’s areas of regulation and licensing.
• Proofread documents for grammar, spelling, quotation accuracy, and formatting.
• Prepare and maintain expenditure records and reports; perform purchasing using a state purchasing card and/or MyFloridaMarketPlace; order supplies and equipment, obtain quotes, prepare purchase requisitions, and audit invoices.
• Create and maintain required records, paper and electronic files, books, and departmental recordkeeping systems.
• Attend staff and professional meetings to exchange information or take minutes; transcribe and distribute minutes.
• Provide notification of daily staffing levels and coordinate equipment and maintenance issues in field offices.
• Maintain fleet vehicle SunPass accounts, including issuance, tracking, activation, deactivation, prepaid replenishment, and invoice handling; maintain monthly vehicle logs and the bureau fleet management system.
• Support division staff during emergency activations and deployments.
• Act as contract manager as needed.
• Attend technical or professional classes, workshops, or seminars to improve skills.
• Gather and maintain data for periodic and special reports; copy and distribute information to appropriate personnel or offices.
• Perform clerical tasks including processing mail and deliveries, collecting and distributing files, preparing meeting paperwork and routine reports, data entry, shredding, scanning, filing, faxing, and photocopying.
• Ensure documentation is filed, maintained, and archived according to established guidelines and procedures.
• Generate invoices.
• Perform other duties as needed.

Benefits

• Health insurance, with over 90% employer paid.
• Employer-paid $25,000 life insurance policy.
• Dental, vision, and supplemental insurance.
• State of Florida retirement package.
• Generous vacation and sick leave.
• Nine paid holidays per year.
• One personal holiday each year.
• Career advancement opportunities.
• Tuition waiver for public college courses.
• Training opportunities.
• Employee Assistance Program (EAP).
• Public Service Loan Forgiveness, if eligible.

What This Job Offers

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