ADMINISTRATIVE ASSISTANT II - 76004996

State of Florida•Tallahassee, FL

2d•Onsite

About The Position

The Florida Department of Highway Safety and Motor Vehicles (FLHSMV) provides highway safety and security through excellence in service, education, and enforcement. With a workforce of approximately 4,500 employees throughout the state, the Department is leading the way to A Safer Florida through the efficient and professional execution of its core mission: the issuance of driver licenses, vehicle tags and titles, and operation of the Florida Highway Patrol. The incumbent in this position works under the direct supervision of the Chief of the Bureau of Issuance Oversight (BIO) and supports the Bureau Chief and BIO management team by researching, compiling, and evaluating information related to department policies, personnel matters, system issues, initiatives, and projects in order to prepare routine and ad hoc tracking reports, performance monitoring, and other documentation. The role includes coordinating and preparing responses to information requests from Leadership, customers, headquarters units, service providers, and other stakeholders; identifying problems or improvement opportunities and developing recommendations for management; and providing administrative support in areas such as personnel, purchasing, travel, and general office operations. Additional responsibilities include assisting with hiring processes and related documentation, obtaining vendor quotes and coordinating the acquisition of new furniture and equipment for all BIO offices, organizing BIO management meetings and agendas, and auditing motor vehicle and driver license renewal notifications and renewal files for discrepancies before presenting them to the Bureau Chief for approval.

Requirements

Skill in verbal and written communication to include proofreading, editing, organizing and developing professional correspondence, forms, procedures, publications, manuals and other documents.
Ability to apply customer service, interpersonal skills and communication skills to build effective working relationships with others.
Ability to think critically and evaluate operating practices and procedures.
Knowledge of the methods of data collection and the ability to collect, compile, verify, and evaluate data for tracking, monitoring and reporting purposes.
Ability to plan, organize and coordinate work assignments independently.
Ability to understand and apply Florida Statutes and departmental policies governing driver license and motor vehicle laws.
Skill using MS Office (e.g., Word, Excel, etc.).

Nice To Haves

Experience providing face-to-face or telephone-based customer service such as greeting customers, assisting and guiding customers with questions, and/or following up with customers to ensure their needs have been addressed.
Experience drafting and composing professional correspondence (e.g., emails, publications, memorandums and/or reports).
Experience researching, compiling, verifying and/or evaluating information for tracking, accuracy review, monitoring, process improvement, issue resolution, or reporting purposes.
Experience organizing and/or coordinating administrative or operational activities for an office such as personnel, purchasing, travel, scheduling, etc.
Experience using Microsoft Office (e.g., Word, Excel, etc.).

Responsibilities

Researching, compiling, and evaluating information related to department policies, personnel matters, system issues, initiatives, and projects.
Preparing routine and ad hoc tracking reports, performance monitoring, and other documentation.
Coordinating and preparing responses to information requests from Leadership, customers, headquarters units, service providers, and other stakeholders.
Identifying problems or improvement opportunities and developing recommendations for management.
Providing administrative support in areas such as personnel, purchasing, travel, and general office operations.
Assisting with hiring processes and related documentation.
Obtaining vendor quotes and coordinating the acquisition of new furniture and equipment for all BIO offices.
Organizing BIO management meetings and agendas.
Auditing motor vehicle and driver license renewal notifications and renewal files for discrepancies before presenting them to the Bureau Chief for approval.