ADMINISTRATIVE ASSISTANT II - 64068193

State of Florida • Fort Myers, FL

1d • $43,000 - $45,000 • Onsite

About The Position

This is a Career Service Administrative Assistant II position working in the Lee County Department of Health.

The Administrative Assistant II in this position provides administrative work assisting the Finance & Accounting Administrator in the operation of the Finance and Accounting division of the Department of Health-Lee County.
Incumbent ensures that the Finance & Accounting Administrator is kept up to date on all administrative matters of the division. This position requires independent decision making and exceptional organizational skills. Incumbent handles confidential information on a "need to know" basis as defined in DOHP 50-10 Information Security and Privacy Policy. This position has access to the following information sets maintained in paper or electronic format: Human Resources, Purchasing, and administrative related files.

Manages and organizes the daily operation of the office of the Finance & Accounting Administrator by performing tasks that include, but are not limited to:

SCHEDULING
Maintains the Finance & Accounting Administrator’s calendar of events and commitments, schedules appointments, coordinates meetings, conferences, and presentations, reserves conference rooms and vehicles, sets up and initiates conference calls.

ADMINISTRATIVE SUPPORT
Assists the Finance and Accounting Administrator with travel arrangements, prepares travel authorizations and travel reimbursements in STMS. Assists the Finance and Accounting Administrator in clearing travel charges through WORKS and STMS system. Monitors and keeps track of all outgoing travel authorizations and approvals to ensure approvals are provided in a timely manner. Provides purchasing and budgetary support to the Finance and Accounting division.

Prepares meeting agendas. Keeps attendance for each meeting and transcribes meeting minutes. Maintains a copy of all agendas and makes meeting minutes available within 3 business days of the scheduled meeting.

Updates the personnel phone extension chart and emergency phone tree on a quarterly basis. Develops and maintains electronic (or paper as applicable) file organization for Finance & Accounting, including copies of, policies, and procedures on SharePoint and/or StorSimple. Maintains office equipment, order supplies, and maintains inventory of consumable supplies for administration.

Operates a computer, fax machine, copier, and other office machines to compose and process a wide variety of correspondence and reports. Works on special projects as assigned.

Prepares various reports, as directed.

CORRESPONDENCE/COMMUNICATION
Handles incoming telephone calls coming to the Finance & Accounting Administrator’s office, answers questions/ inquiries, and directs calls to appropriate staff in a professional and courteous manner. Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement. Reviews, edits, types, tracks, and maintains files and correspondence items for the Finance & Accounting Administrator’s signature. Assigns, coordinates, and tracks timely responses for correspondence items. Ensure responses are sufficient and follow the proper department procedures.

Acts as a Human Resource Liaison. Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, and terminating positions.

Attends required meeting and keeps self-current of all policies and protocols. Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review. Performs other miscellaneous related activities as required, including assignment during disaster or special projects.

Performs other duties as assigned.

Requirements

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the principles & techniques of records management
• Skill in operating a personal computer.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand, interpret & apply applicable rules, regulations, policies & procedures.
• Ability to prioritize individual workload.
• Ability to frequently bend, kneel, reach, and sit or stand for long periods of time.
• Ability to lift and carry up to 30 pounds as needed.
• Incumbents must possess a valid Florida Driver License and have a motor vehicle to carry out these duties.
• Incumbents must possess a High School Diploma or GED
• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
• This position will abide by all state and federal laws, rules, and DOH policies and procedures.
• Incumbent will have access to records containing social security numbers in the performance of job duties.
• This position is authorized to transport confidential information outside of established DOH-Lee facilities and must comply with parameters defined in DOHP 50-10.
• This position is classified as sensitive. This individual will perform tasks defined as sensitive and handles confidential information. Background screening is a condition of employment.

Responsibilities

• Maintains the Finance & Accounting Administrator’s calendar of events and commitments, schedules appointments, coordinates meetings, conferences, and presentations, reserves conference rooms and vehicles, sets up and initiates conference calls.
• Assists the Finance and Accounting Administrator with travel arrangements, prepares travel authorizations and travel reimbursements in STMS.
• Assists the Finance and Accounting Administrator in clearing travel charges through WORKS and STMS system.
• Monitors and keeps track of all outgoing travel authorizations and approvals to ensure approvals are provided in a timely manner.
• Provides purchasing and budgetary support to the Finance and Accounting division.
• Prepares meeting agendas.
• Keeps attendance for each meeting and transcribes meeting minutes.
• Maintains a copy of all agendas and makes meeting minutes available within 3 business days of the scheduled meeting.
• Updates the personnel phone extension chart and emergency phone tree on a quarterly basis.
• Develops and maintains electronic (or paper as applicable) file organization for Finance & Accounting, including copies of, policies, and procedures on SharePoint and/or StorSimple.
• Maintains office equipment, order supplies, and maintains inventory of consumable supplies for administration.
• Operates a computer, fax machine, copier, and other office machines to compose and process a wide variety of correspondence and reports.
• Works on special projects as assigned.
• Prepares various reports, as directed.
• Handles incoming telephone calls coming to the Finance & Accounting Administrator’s office, answers questions/ inquiries, and directs calls to appropriate staff in a professional and courteous manner.
• Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement.
• Reviews, edits, types, tracks, and maintains files and correspondence items for the Finance & Accounting Administrator’s signature.
• Assigns, coordinates, and tracks timely responses for correspondence items.
• Acts as a Human Resource Liaison.
• Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, and terminating positions.
• Attends required meeting and keeps self-current of all policies and protocols.
• Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review.
• Performs other miscellaneous related activities as required, including assignment during disaster or special projects.
• Performs 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 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: Entry Level
• Education Level: High school or GED