OPS-Administrative Assistant II - 77901633

State of Florida • Tallahassee, FL

7d • Onsite

About The Position

Incumbent serves as an Administrative Assistant II for the Division of Habitat and Species Conservation. This position provides support to the Division Director’s Office and directly reports to GOCIII for the Division Director’s Office. This position works directly with the public and is expected to provide cordial, attentive, professional and responsive customer service. The incumbent is expected to present a positive image of the Agency by courteously answering telephone and visitor questions and communicating with the public to provide information on a wide variety of topics. This position will provide administrative support to Division of Habitat and Species Conservation Director’s Office including but not limited to: processing incoming and outgoing mail, editing correspondence for proper form, organizing meeting arrangements, maintaining multiple calendars, scheduling itineraries, maintaining vehicle logs and reports, correspondence tracking, routing documentation for review and appropriate signatures and processing travel documentation. This position works in conjunction with other administrative staff to prepare weekly phone coverage schedules to ensure adequate phone coverage, prepare and distribute daily office and meeting location schedules for various departments, and distribute and screens incoming daily mail and packages for all department deliveries. This position will be the primary contact and coordinator for the main reception area, the copier/mail room, and other shared spaces in the immediate foyer area of the third floor. This includes organization of mail slots and mail delivery, shared-use office space and supplies, copier function and maintenance, and other duties as assigned. This also includes maintaining the emergency contact lists and mailing and phone lists and conducting annual inventory. As the front line of contact for the public, the incumbent must be reliably available 8am – 5pm Monday through Friday.

Requirements

• A high school diploma and six years of professional experience in administrative work.
• Knowledge in using Microsoft Office Word, Excel and Outlook
• Knowledge of general office procedures and practices.
• Ability to provide customer service to internal and external customers
• Ability to respond to the public in a calm effective manner
• Ability to effectively focus and complete detailed and complex tasks
• Ability to organize and file documents
• Ability to establish and maintain effective working relationships with others
• Ability to work in a confidential environment
• Ability to pay high attention to detail
• Ability to work independently
• Ability to communicate effectively with others verbally and in writing.
• Ability to organize, research and maintain databases
• Ability to complete tasks and provide information in a timely manner
• Knowledge of and skills in using a multi-line telephone system and associated features
• Demonstrate reliable attendance during business hours

Nice To Haves

• A bachelor’s degree can substitute for four of the six years’ experience.

Responsibilities

• Answering the main public phone lines for the Divisions of Habitat and Species Conservation, Hunting and Game Management, and Freshwater Fisheries.
• Answering and responding to public information calls, forwarding calls to various Sections or to their voicemail, and aiding and assisting various departments by responding to public inquiries.
• Politely screening and assisting visitors, vendors and employees to ensure they are directed to their destination without disturbing other operations.
• Processing incoming and outgoing mail.
• Editing correspondence for proper form.
• Organizing meeting arrangements.
• Maintaining multiple calendars.
• Scheduling itineraries.
• Maintaining vehicle logs and reports.
• Correspondence tracking.
• Routing documentation for review and appropriate signatures.
• Processing travel documentation.
• Preparing weekly phone coverage schedules to ensure adequate phone coverage.
• Preparing and distributing daily office and meeting location schedules for various departments.
• Distributing and screening incoming daily mail and packages for all department deliveries.
• Serving as the primary contact and coordinator for the main reception area, the copier/mail room, and other shared spaces in the immediate foyer area of the third floor.
• Organizing mail slots and mail delivery.
• Managing shared-use office space and supplies.
• Ensuring copier function and maintenance.
• Maintaining emergency contact lists and mailing and phone lists.
• Conducting annual inventory.

Benefits

• Potential for health insurance benefits
• Participation in the Deferred Compensation investment retirement program
• State of Florida 401(a) FICA Alternative Plan - mandatory
• Workers’ Compensation - mandatory
• Reemployment Assistance (Unemployment Compensation) - mandatory
• Potential for participation in state group insurance (must meet eligibility requirements.)
• Deferred Compensation - voluntary
• Employee Assistance Program – voluntary

What This Job Offers

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