ADMINISTRATIVE ASSISTANT II - 64082643 1 1

State of Florida • Tallahassee, FL

4d • $34,760 - $46,530 • Onsite

About The Position

The Administrative Assistant II supports the Bureau Chief in the Division of Children's Medical Services by coordinating meetings, travel, and purchasing functions. The position reviews and implements administrative operations, compiles statistical reports, maintains a central filing system, ensures compliance with departmental policies, and coordinates bureau workflow, correspondence, and assignments. The role is based at 2020 Capital Circle SE, Tallahassee, Florida, and requires 10% travel. Incumbents may be required to perform emergency duty before, during, or beyond normal work hours or days.

Requirements

• Must currently be employed by a State Personnel System.
• Ability to work independently and prioritize assignments while coordinating and managing multiple tasks.
• Ability to understand, interpret, and apply laws, rules, policies, procedures, and regulations.
• Skills in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to access, collect, and analyze information from data systems and other programs.
• Ability to prepare charts and other required reports.
• Verbal and written communication ability, including the ability to learn and communicate effectively in English.
• Ability to maintain effective relationships with staff, providers, consumers, and agencies.
• Ability to maintain strict confidentiality.

Nice To Haves

• One year of professional experience working with the Microsoft Office Suite.
• Valid driver's license.
• Two years of professional administrative office experience.
• Experience processing state travel authorizations and reimbursements through the Statewide Travel Management System (STMS).
• Purchasing experience, including use of a state purchasing card, purchase orders, and associated systems, as well as distributing and tracking assignments.

Responsibilities

• Arrange and schedule meetings, distribute notices, and prepare minutes.
• Make staff travel arrangements and maintain the Bureau Chief’s calendar, including scheduling appointments and coordinating meetings.
• Serve as the Bureau’s Travel Champion.
• Research and obtain quotes for office equipment and supplies; perform purchasing and fiscal functions.
• Manage the State Purchasing Card, track purchases, and reconcile budget-tracking documents.
• Assist with reviewing administrative operations, policies, and procedures and developing recommendations.
• Assist with implementing policies and procedures as directed.
• Ensure accurate and prompt submission of Bureau employees’ leave and attendance records.
• Compile statistical reports and other information requested by the Governor’s Office, Surgeon General, Deputy Secretary of Children’s Medical Services, Communications Office, contract providers, and media.
• Format, edit, and distribute quarterly and annual statistical reports.
• Coordinate a central filing system for files related to major work assignments and projects.
• Coordinate unit activities, enforce policies, and manage assignments on behalf of the Bureau Chief.
• Track and edit communications to ensure timely and accurate output.
• Perform other related 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 supplemental insurance.
• Retirement plan options, including employer contributions.
• Flexible Spending Accounts.
• Tuition waivers.

What This Job Offers

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