ADMINISTRATIVE ASSISTANT II - 64081487

State of Florida • TALLAHASSEE, FL

2d • Onsite

About The Position

This is a highly responsible position that serves as assistant to the HIV/AIDS Section Administrator and provides administrative support for the HIV/AIDS Section in the Bureau of Communicable Diseases. This position is responsible for developing and overseeing the procedures, practices and day-to-day operations of the HIV/AIDS Section team. This position coordinates activities and administrative functions of all the section support staff, assigning work as needed and ensuring coverage of all administrative functions.
Responsible for tracking correspondence and assignments for the Section; reviews correspondence for signature by the Section Administrator. Oversees all travel-related functions for the HIV/AIDS Section, ensuring that all travel is properly authorized and that reimbursement requests are completed correctly and in a timely manner.
Responsible for providing general office assistance as requested and ensuring requests are completed in compliance with policies and procedures. Assist section staff by answering phones and routing inquiries to appropriate staff. Assist with incoming and outgoing mail and shipping. Provides meeting or training support as requested including assisting with preparations, scheduling, and set-up. Assist staff with scheduling meetings, maintain staff meeting schedule and conference room/call calendars.
Responsible for monitoring and tracking all section assignments. Set up, establish, organize, and maintain an efficient and complete assignment tracking process. Assist section staff with preparing internal and external correspondence for review and approval.
Serves as the sections point of contact for Safety, information Security/HIPAA and Continuity of Operations Planning (COOP). Attends meetings held by the bureau of division coordinator on these issues, ensures Section compliance with any related policies and procedures at the direction of the bureau or division coordinator, communicates updates to all staff and/or Section Administrator as needed, completes any assessments.
Liaison with Facilities Management for the section; report and follow-up on all requests for repairs and other issues. Coordinate through DMS, any office improvements and/or repairs, such as painting, carpeting and key ordering. Order nameplates for all new employees quarterly.
Performs other related duties as required.

Requirements

• Knowledge of DOH Correspondence Policies and Procedures
• Skilled in State and DOH Administrative Policies and Procedures including p-card manager and travel requisitions.
• Ability to use WorkFlow and STMS.
• Skilled in verbal and written communication including telephone coverage.
• Skilled in assignment coordination.
• Skilled in calendar Management.
• Experience with office and secretarial procedures.
• Experience with Microsoft Word applications.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• AA Degree
• Three years or more of administrative, secretarial, or clerical experience.

Responsibilities

• Develop and oversee the procedures, practices and day-to-day operations of the HIV/AIDS Section team.
• Coordinate activities and administrative functions of all section support staff, assigning work as needed and ensuring coverage of all administrative functions.
• Track correspondence and assignments for the Section; review correspondence for signature by the Section Administrator.
• Oversee all travel-related functions for the HIV/AIDS Section, ensuring that all travel is properly authorized and that reimbursement requests are completed correctly and in a timely manner.
• Provide general office assistance as requested and ensure requests are completed in compliance with policies and procedures.
• Assist section staff by answering phones and routing inquiries to appropriate staff.
• Assist with incoming and outgoing mail and shipping.
• Provide meeting or training support as requested including assisting with preparations, scheduling, and set-up.
• Assist staff with scheduling meetings, maintain staff meeting schedule and conference room/call calendars.
• Monitor and track all section assignments.
• Set up, establish, organize, and maintain an efficient and complete assignment tracking process.
• Assist section staff with preparing internal and external correspondence for review and approval.
• Serve as the sections point of contact for Safety, information Security/HIPAA and Continuity of Operations Planning (COOP).
• Attend meetings held by the bureau of division coordinator on safety, information security/HIPAA and COOP issues.
• Ensure Section compliance with any related policies and procedures at the direction of the bureau or division coordinator.
• Communicate updates to all staff and/or Section Administrator as needed.
• Complete any assessments related to safety, information security/HIPAA and COOP.
• Liaise with Facilities Management for the section; report and follow-up on all requests for repairs and other issues.
• Coordinate through DMS, any office improvements and/or repairs, such as painting, carpeting and key ordering.
• Order nameplates for all new employees quarterly.
• Perform other related duties as required.

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: Associate degree