OPS ADMINISTRATIVE ASSISTANT II - 64801958

State of Florida • Tallahassee, FL

1d • Onsite

About The Position

This is an independent, highly responsible, and complex administrative position providing support to the Bureau of Child Health Quality. The role makes decisions with minimum supervision or instructions and anticipates the bureau’s administrative needs. It works under the supervision of the CMS Child Health Quality Bureau Chief.

The position represents the Bureau Chief in contacts with public officials and other government agencies, and carries out assignments from the Bureau Chief. It supports the daily administrative activities of the office and provides clerical and administrative assistance to the Bureau Chief, Unit Directors, and staff. The role coordinates bureau travel and meetings, handles correspondence, and serves as a liaison with other bureaus on administrative processes, policies, and procedures.

This position is onsite at 2020 Capital Circle SE, Tallahassee, Florida. Incumbents may be required to perform emergency duty before, during, or beyond normal work hours or days. The position requires the ability to learn and communicate effectively in English, orally and in writing.

Requirements

• High school diploma or GED.
• Experience using Microsoft Word, Excel, Outlook, and Teams.
• Excellent written, verbal, communication, and customer service skills.
• Ability to perform accurate and thorough work, follow instructions, and conduct follow-up to ensure tasks are documented as completed.
• Ability to understand and apply federal and/or state rules, regulations, policies, and procedures.
• Basic word-processing and spreadsheet skills, including the ability to create spreadsheets and reports.
• Ability to plan, organize, prioritize, coordinate, and carry out work assignments.
• Ability to work independently and effectively handle multiple tasks.
• Ability to establish and maintain effective working relationships with others.
• High level of computer competency and professional use of Microsoft Office Suite.
• Knowledge of procedures for handling State Travel Authorizations and Reimbursement.
• Ability to learn and communicate effectively in English, orally and in writing.
• Administrative experience of 3–5 years is preferred.

Nice To Haves

• Administrative experience of 3–5 years.

Responsibilities

• Represent the Bureau Chief in contacts with public officials and other government agencies, and carry out assignments given by the Bureau Chief.
• Assist with daily office administration, including answering telephones, distributing mail, and requisitioning and distributing supplies.
• Provide clerical and administrative support to the Bureau Chief, Unit Directors, and staff.
• Act as a liaison with other bureaus regarding administrative processes, policies, and procedures.
• Maintain the Bureau Chief’s calendar.
• Coordinate travel arrangements, prepare itineraries, prepare and submit travel reimbursements, and track bureau travel expenditures.
• Coordinate meetings, including scheduling rooms and preparing agendas, materials, and meeting justifications.
• Coordinate and arrange conference calls.
• Negotiate contracts for offsite meeting rooms.
• Process routine correspondence and draft responses.
• Perform special assignments and other duties as assigned by the Bureau Chief.

Benefits

• State of Florida 401(a) FICA Alternative Plan (mandatory).
• Participation in state group insurance upon meeting eligibility requirements.
• Workers’ Compensation (mandatory, if needed).
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed).
• Deferred Compensation (voluntary).
• Employee Assistance Program (voluntary).

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED