ADMINISTRATIVE ASSISTANT I - 37010824

State of Florida • TALLAHASSEE, FL

7d • $34,760 - $35,500 • Onsite

About The Position

This is a full-time, Administrative Assistant I, in-office position with a work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. The AAI provides comprehensive administrative and operational support to the Division by managing communications, mail services, electronic records, purchasing, clerical functions, and special administrative processes. Ensures efficient daily operations through accurate recordkeeping, responsive customer service, compliance with established procedures, and collaboration with program staff to support organizational goals and maintain continuity of operations. In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department’s Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures and/or general orders applicable to performing the duties of this position. The employee is expected to identify and meet the needs of customers in order to provide excellent customer service.

Requirements

• Understanding of basic office protocols and procedures.
• Ability to prioritize tasks and manage time effectively.
• Ability to understand customer needs and respond appropriately.
• Knowledge of telephone courtesy and procedures.
• Strong verbal and written communication abilities.
• Basic formatting, grammar, and written communication standards for preparing messages, correspondence, and documentation.
• Ability to operate office equipment such as scanners, copiers, postage machines, and multi-line phone systems.
• Ability to establish and maintain effective working relationships.
• Ability to work well with others in a team setting.
• Ability to work well under pressure.
• Maintain organized filing systems, perform routine clerical duties, and manage multiple tasks while meeting deadlines.
• At least two years of verifiable related experience. Post-secondary degrees from an accredited college or university may be used as an alternative for the required years of experience on a year-for-year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
• Valid Driver’s License.

Responsibilities

• Answer and route incoming calls to the appropriate program staff. Provide general information and assistance to callers as requested and needed. Take messages accurately and ensure timely follow-up. Assist staff and public in researching and retrieving files and data. Updates the tracking system.
• Oversee end-to-end mail processes, conducting twice-daily mail runs, ensuring accurate delivery to program areas, and maintaining accountability for all outgoing mail in accordance with organizational procedures. This includes uploading green cards into the Department database and maintaining the program’s tracker. Provides assistance to Division Program’s with mail-outs and other tasks as needed.
• Provides electronic data management system (EDMS) support, including QA/QC and pre-indexing of DWM documents, scanning materials into EDMS, modifying index fields, and purging duplicate records. Coordinate with Division IT staff to address necessary edits or updates in the Department’s databases. Reviews records in electronic data management system for record retention and disposition purposes.
• Assist with the Division's annual perquisites process by updating Program Logs, reviewing and verifying information for accuracy, preparing and routing all required forms for review and approval, and ensuring all required documentation is completed, submitted, and maintained in accordance with established deadlines and procedures.
• Provide support to other administrative staff as needed, ensuring continuity of operations, handling priority scans to ensure timely processing, and monitor/respond to the Shared Services Mailbox, addressing inquiries, set-up and reset new hire workspaces, ensuring they are fully equipped and ready prior to arrival, prepare & route welcome cards for new employees, ensuring timely delivery. Maintain records of distributed welcome cards and follow-up to ensure the new hires receive them.
• Provide general clerical support such as photocopying, scanning, and filing documents.
• Coordinate and process purchasing requests for the Division in accordance with organizational policies. Track and maintain records for all purchase orders and ensure timely follow-up on outstanding requests. Ensuring that all required documents are properly completed and submitted in a timely manner into the approved purchasing portal and copies are maintained in the designated Division purchasing folders. Following up on further actions as needed. Identifies and manages Shared Services inventory of properties. Coordinate with the Shared Services Manager to obtain the appropriate funding codes and ensure all purchases are accurately charged to the correct funding source.
• Acts as a clerk for the division, utilizing an understanding of clerking guidelines.
• Performs other job-related duties or projects as needed.

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
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed