ADMINISTRATIVE ASSISTANT II - 40000318

State of Florida

23h • Onsite

About The Position

This position provides a high level of administrative support for the programs operated within the Division Economic Development. The Administrative Assistant II reports to and serves as the assistant and support to the position that serves as the Director of the Division of Economic Development. This position also provides for administrative support for Office staff members relative to office administration, appointment scheduling, correspondence preparation, and special assignments and projects. You will assist the Division of Economic Development and its subsequent offices with ensuring work-flow success. FloridaCommerce is a fast-paced work environment in which critical thinking and prioritizing are a must.

Requirements

• Ability to coordinate and direct office services.
• Knowledge of State of Florida travel procedures and State purchasing card.
• Ability to plan meetings locally and around the state.
• Knowledge of State personnel procedures.
• Skills in Microsoft Word and spreadsheets.
• Ability to assign, prepare, track, review and proofread correspondence assignments.
• Ability to work independently.
• Ability to develop working relationships with colleagues and partners
• A Level 2 security background screening is required, which consists of fingerprinting and a check of local, state, and national law enforcement records.
• Duties and responsibilities of this position must be performed at the official work site of the Department.
• Travel may be required up to 25% of the time

Nice To Haves

• Experience administrative or receptionist roles
• Experience working for a State Agency
• Experience with MFMP, Salesforce, Outlook, STMS
• Experience working with Excel, Word, Microsoft 365, Adobe
• Experience supporting cross-team communication between program and external partners

Responsibilities

• Reviews incoming correspondence and briefs supervisor on key issues which require their personal attention.
• Assigns other correspondence which requires as in-depth review, analysis and technical knowledge to appropriate staff for response.
• Maintains files and records of correspondence, documents, reports and other matters for the section.
• Independently completes special assignments, researches and reports as requested by the supervisor or other professional staff.
• Coordinates special projects or activities for the supervisor.
• Completes travel requisitions, travel reimbursements and approvals for travel Purchasing Card payments for all Section members.
• Completes purchasing actions for office supplies using the My Florida Marketplace system.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains staff monitoring schedule; tracks and updates monitoring records.
• Responsible for completing and coordinating all personnel actions involving Office staff.
• Maintains supervisor’s daily appointment calendar to ensure that all appointments and meetings are on schedule.
• Sets up meetings as requested, identifies potential participants as appropriate and/or ensures that appropriate staff/personnel attend.
• Assists with the preparation of a variety of routine correspondence, investigates subject matter and responds to individuals requesting information about programs operating in the Division of Economic Development.
• Supports records management, including maintenance of all filing systems and the archiving of files for programs operated within the Division of Economic Development.
• Assists staff with notices to be published in the Florida Administrative Register and with other on-line submissions.
• Performs other related duties as assigned by the supervisor.
• Independently completes special assignments, researches and reports as requested

Benefits

• State Group Insurance coverage options (health, life, dental, vision, and other supplemental option)
• Retirement plan options, including employer contributions
• Nine paid holidays and a Personal Holiday each year
• Annual and Sick Leave Benefits
• Student Loan Forgiveness Program (Eligibility required)
• Flexible Spending Accounts
• Tuition Fee Waivers (Accepted by major Florida colleges/universities)
• Ongoing comprehensive training provided
• Career Growth
• Highly skilled, professional environment

What This Job Offers

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