ADMINISTRATIVE ASSISTANT II - SES - 60000040

State of Florida • Tallahassee, FL

7d • Onsite

About The Position

The Administrative Assistant II provides highly responsible administrative support to the Deputy Assistant Secretary of Operations and the Deputy Assistant Secretary of Administration within the Office of Child and Family Well-Being at the Florida Department of Children and Families. The role may have direct access to agency management and confidential information related to employer-employee relations, collective bargaining, personnel matters, and budget development, preparation, or impact. The position is based at headquarters in Tallahassee and is not eligible for telework; some travel may be required. Regular business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Eastern Time.

The incumbent supports executive operations through research, report and correspondence preparation, responses to information requests, program management and constituent inquiry assistance, visitor reception, conference call coordination, and meeting scheduling. The position also serves as an office Human Resources liaison, coordinating communications and processing personnel documents, maintaining personnel records and organizational charts, tracking performance evaluation due dates, and keeping staff informed of procedural changes.

Additional duties include processing correspondence and preparing materials; tracking assignments and deadlines; coordinating travel and reimbursements; maintaining state vehicle logs; assisting with purchasing, invoices, payments, supplies, and Pcard reconciliation; and attending executive and senior-level meetings or forums to take minutes and distribute materials. The incumbent may train and supervise clerical support staff and provides backup support to the Personal Secretary I to help ensure continuity of office operations. All work must comply with applicable laws, rules, regulations, policies, and procedures.

Requirements

• High school diploma.
• Two or more years in an administrative support role.
• Knowledge of administrative practices and procedures supporting executive leadership and coordination with Human Resources.
• Knowledge of applicable policies and procedures for travel, reimbursements, purchasing, records management, and state vehicle documentation.
• Knowledge of professional correspondence, business writing, document preparation, and confidentiality requirements for sensitive personnel and departmental information.
• Skill in managing executive calendars, coordinating meetings, arranging travel, and resolving scheduling conflicts.
• Skill in drafting, proofreading, and formatting correspondence, reports, presentations, and executive briefing materials.
• Skill using Microsoft Suite, including Outlook, Word, Excel, and PowerPoint, and related office applications.
• Skill in developing and maintaining trackers for assignments, deadlines, personnel actions, reports, and special projects.
• Ability to organize meetings, recognition activities, and special events, and communicate professionally with staff, executive leadership, external partners, and the public.
• Ability to anticipate executive needs, exercise sound judgment, and work independently with limited supervision.
• Ability to prioritize competing assignments, adapt to changing demands, meet deadlines, and maintain accuracy.
• Ability to handle confidential and sensitive matters with discretion and professionalism.
• Ability to coordinate across programs, monitor outstanding assignments, and follow through to completion.
• Ability to prepare complete and accurate briefing materials for executive review, establish effective working relationships, and provide responsive customer service.
• Ability to identify administrative gaps and implement practical process improvements, and provide administrative coverage for other executive offices when needed.
• Successful completion of required background screening before beginning employment.

Responsibilities

• Provide administrative support to the Deputy Assistant Secretary of Operations and the Deputy Assistant Secretary of Administration.
• Conduct research; prepare reports and correspondence; respond to information requests; assist with program management and constituent inquiries; receive visitors; coordinate conference calls; and schedule meetings.
• Serve as an office Human Resources liaison by coordinating communications and preparing, reviewing, and submitting personnel documents, including new-hire and separation paperwork, Requests for Personnel Action, position descriptions, and Classification Request Forms.
• Attend Human Resources meetings, stay current on procedural changes, and communicate updates to staff.
• Maintain accurate personnel files and organizational charts, track performance evaluation due dates, and ensure personnel documentation is complete and submitted on time.
• Process correspondence, research relevant subject matter, and draft responses; assist with preparing, reviewing, and formatting reports, publications, and other materials for accuracy, clarity, and completeness.
• Review and distribute incoming correspondence and maintain organized records of correspondence and documents.
• Track assignments and due dates for staff and the Deputy Assistant Secretaries, provide guidance on administrative assignments, establish completion timelines, and follow up to ensure deadlines are met.
• Coordinate travel arrangements, maintain travel records, communicate itineraries and updates, and prepare and submit travel reimbursement documentation in accordance with Department rules and procedures.
• Prepare the Deputy Assistant Secretaries' state vehicle log and submit it to the Statewide Fleet Manager by the fifth day of each month.
• Assist with purchasing or leasing materials, supplies, and equipment; track invoices and process payments; and keep supplies organized.
• Act as approver or reconciler for Pcard charges and provide required payment paperwork on time and in accordance with Department rules, policies, and procedures.
• Attend executive and senior-level meetings, workgroups, or forums; take meeting minutes; prepare and distribute materials; and ensure documents are distributed on time.
• Provide backup support to the Personal Secretary I to ensure continuity of office operations.
• Perform other related duties as assigned; may train and supervise clerical support staff.

Benefits

• The State of Florida offers an employee benefits package; details are available through the State benefits website.
• Employees are encouraged to pursue Department opportunities for advancement and professional development, with training opportunities available.

What This Job Offers

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