ADMINISTRATIVE ASSISTANT II - 64050722 1

State of Florida • Tallahassee, FL

21d • $34,760 - $38,000 • Onsite

About The Position

This position is responsible for performing routine office management functions, serving as a resource for staff on department policies and procedures, and coordinating various office operations including correspondence, purchasing, and grant routing. The role involves managing the issuance, mailing, and filing of radon certificates, processing monthly reports, and sending reminders to businesses. It also includes tracking free radon test kit requests, coordinating annual poster and video contests, and independently handling various tasks within the scope of the position. The Administrative Assistant II will research information, respond to inquiries, and maintain permanent files for investigations. Additionally, the position involves coordinating and reviewing clerical assignments to ensure balanced workloads and adequate support for the radon and toxicology sections, managing a high volume of calls and emails. The role also includes scheduling meetings, taking minutes, assisting with training and conferences, and maintaining an inventory of office equipment. Proofreading documents and assisting with grant preparation are also key responsibilities. This is a Career Service position within the Division of Disease Control and Health Protection, Bureau of Environmental Health, Public Health Toxicology.

Requirements

• Typing skills
• Proofreading skills/attention to detail
• Technology (computer, fax, copier)
• People skills (dealing with people in person and on telephone)
• Organization skills
• High School Diploma or equivalent
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Two years of experience

Responsibilities

• Performs routine office management functions that would otherwise require the attention of section leads or program administrators.
• Serves as a resource person to section staff in resolving department policy and procedural questions and ensures compliance with policies and procedures.
• Coordinates purchase requests and facilitates proper procedures for office operations, correspondence, purchasing, and grant routing.
• Issues, mails, and files radon certificates.
• Receives and electronically files radon monthly reports.
• Keeps proper documentation of completion dates on tracking logs.
• Sends monthly reminder and late report submission emails to radon businesses and follows up with non-compliant businesses.
• Tracks free radon test kit requests, sends tracking logs to the laboratory weekly, and sends individual follow-up emails to requesters to increase return rates.
• Coordinates the annual poster and video contests, including tracking, reviewing submissions, organizing pre-judging meetings, tabulating scores, and drafting notification letters.
• Independently handles items and situations within the scope of the position.
• Researches information to assist in analyzing reports and correspondence and in preparing responses.
• Responds to routine written/verbal inquiries from the public and the department.
• Creates and maintains permanent files for all toxicological, radiological, and health assessment investigations, including laboratory records, case report forms, emails, and reports.
• Assigns, reviews, and coordinates clerical assignments to keep workloads balanced and priorities handled, ensuring adequate support for radon and toxicology section staff.
• Receives, reviews, and distributes assignments (phone calls and emails) to appropriate personnel and ensures timely action.
• Aids clerical staff as necessary to maintain schedules and prevent crises.
• Periodically schedules meeting rooms and arranges for special training, conferences, or meetings.
• Takes meeting minute notes of bi-weekly program meetings.
• Attends and assists in the administration of special training, conferences, or meetings, including travel when necessary.
• Maintains an inventory of office equipment and other assets.
• Proofreads documents and correspondences.
• Assists section staff with the preparation of grants, grant-related reports, and grant-related financial information.
• Performs other duties as assigned.

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
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

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