ADMINISTRATIVE ASSISTANT II - 64080976

State of Florida • TALLAHASSEE, FL

1d • $54,760 - $58,682

About The Position

The Administrative Assistant II provides general office support for Public Health Research (PHR) and the Environmental Epidemiology (EPI) Section, including the Environmental Public Health Tracking Program. The role supports correspondence, meeting and event logistics, telephone and mail operations, purchasing, travel arrangements, records management, and grant-related administrative work. The position also performs simple data entry and other duties as assigned.

The successful candidate uses office management practices, agency policies, and relevant systems to complete assignments accurately and professionally. The position requires prioritizing multiple assignments, working independently and under pressure, and maintaining cooperative relationships with management, staff, and internal and external stakeholders. Incumbents may be required to perform emergency duty before, during, or beyond normal work hours or days.

Requirements

• High school diploma.
• At least 3 years of experience in a professional office setting, general administrative support, procurement of general office goods, and working in a Microsoft Office software environment.
• At least 2 years of experience working in a state office.
• Knowledge of office management principles, methods, and procedures.
• Knowledge of the department’s mission, goals, and objectives sufficient to carry out assignments.
• Knowledge of sorting and filing techniques and records retention policies and schedules.
• Ability to remain professional when dealing with internal and external stakeholders.
• Ability to manage and prioritize multiple assignments, work under pressure, and adjust to a diverse working environment.
• Ability to maintain accuracy and attention to detail while completing multiple assignments and to work independently.
• Knowledge of travel rules and policy for completing travel documents, including travel advances, arrangements, and expense claims.
• Ability to establish and maintain cooperative working relationships with management, staff, and internal and external stakeholders.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Professional office experience that includes assisting with travel arrangements, preparing correspondence and documentation, answering phones, providing customer service, and supporting a supervisor.
• Experience with Microsoft Office software such as Excel, Word, Outlook, and PowerPoint.
• Experience managing calendars, scheduling meetings and events, and preparing agendas and supporting documentation.
• Experience procuring general office goods and services.

Responsibilities

• Perform general office support tasks for Public Health Research and the Environmental Epidemiology Section, including the Environmental Public Health Tracking Program.
• Create, modify, route, and process general and special correspondence, using CorrFlow when necessary.
• Assist staff with organizing meetings, trainings, and workshops; secure meeting rooms and take meeting minutes.
• Copy and collate informational and organizational packets, manuals, and reports.
• Respond to phone inquiries pertinent to PHR/EPI and serve as a backup operator for the bureau’s main telephone line.
• Process incoming and outgoing mailings and fax for the Section.
• Use the P-card and Ariba/MFMP purchasing system to procure necessary items and track expenditures using Excel or other appropriate software.
• Assist staff with travel arrangements, including travel requests, hotel and rental car reservations, airline bookings, and reimbursement documents.
• Manage information and documents according to agency and Bureau policy.
• Assist section staff with preparing grants, grant-related reports, and grant-related financial information.
• Perform simple data entry and 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 supplemental insurance.
• Retirement plan options, including employer contributions.
• Flexible Spending Accounts.
• Tuition waivers.

What This Job Offers

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