ADMINISTRATIVE ASSISTANT II - 64082643 1

State of Florida • Tallahassee, FL

9d • $34,760 - $46,530 • Hybrid

About The Position

The Administrative Assistant II position in the Division of Children's Medical Services supports the Bureau Chief by coordinating meetings, travel, and purchasing functions. The role also involves reviewing and implementing administrative operations, compiling statistical reports, and maintaining a central filing system. Additionally, the assistant ensures compliance with departmental policies and coordinates workflow, correspondence, and assignments within the bureau.

Requirements

• Ability to work independently and prioritize work assignments to coordinate and manage multiple tasks.
• Ability to understand, interpret and apply laws, rules, policies, procedures, and regulations.
• Skills in Word, Excel, Outlook, PowerPoint programs.
• Ability to access, collect, analyze information from data systems and other programs.
• Ability to prepare charts and other required reports.
• Ability to communicate verbally and in writing.
• Skills in maintaining effective relationships with other staff, providers, consumers, and agencies.
• Able to maintain strict confidentiality.
• Currently employed by a State Personnel System.

Nice To Haves

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

Responsibilities

• Assists in arranging and scheduling meetings, sending out notices, and preparing minutes.
• Makes travel arrangements for staff and maintains the Bureau Chief’s calendar, including scheduling appointments and coordinating meetings.
• Serves as Travel Champion for the Bureau.
• Responsible for purchasing and fiscal functions such as researching and obtaining quotes for office equipment and supplies.
• Responsible for State Purchasing Card and tracking purchases, reconciling budget tracking documents.
• Assists in the review and development of recommendations related to the bureau's administrative operations, policies, and procedures.
• Assists in the implementation of policy and procedure as directed.
• Ensures accurate completion of and prompt submission of leave and attendance records for Bureau employees.
• Assists in the compilation of statistical reports and other information at the request of the Governor’s Office, the Surgeon General, the Deputy Secretary of Children’s Medical Services, the Communications Office, contract providers and the media.
• Formats, edits, and distributes quarterly and annual statistical reports.
• Coordinates a central filing system on files on major work assignments and projects.
• Ensures seamless operations by coordinating unit activities, enforcing policies, and managing assignments on behalf of the Bureau Chief.
• Tracks and edits communications for timely and accurate output.
• Performs 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 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: No Education Listed