ADMINISTRATIVE ASSISTANT II - SES - 64001780

State of Florida • TALLAHASSEE, FL

5d • Onsite

About The Position

This position reports directly to the Equal Opportunity (EO) Manager in the Office of the General Counsel (OGC), Equal Opportunity Section (EOS). The position performs professional administrative work on an independent basis by assisting staff in the OGC, EOS. This position works independently in making decisions and obtaining solutions to problems, issues, and other matters that fall within policies and procedures, rules and laws relating to Equal Opportunity in employment and service delivery and other administrative areas. This position communicates with all levels of Florida Department of Health (FDOH) staff and must establish and maintain an effective working relationship with all FDOH staff.

Requirements

• Working knowledge of Microsoft software and applications
• Knowledge of office procedures and practices
• Knowledge of the principles and techniques of effective verbal and written communication and proficiency in the English language
• Ability to use computers
• Ability to work independently
• Ability to understand and apply applicable rules, regulations, policies, and procedures
• Ability to establish and maintain effective working relationships with others
• One (1) or more years of experience working as an administrative assistant.
• Proficiency in Micosoft Office applications (i.e. Word, Excel, Powerpoint, etc.)
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Preference will be given to applicants that understand applicable rules, regulations, policies, and procedures.

Responsibilities

• Creates EOS case files, proofreads EOS correspondence (e.g., reports of investigation, closure letters, memorandums, accommodation forms, exhibits, etc.) for Inspector Specialists and the EO Manager, routes and distributes EOS correspondence to designated parties, maintains and updates the electronic status report and ensures each Inspector Specialist updates the status report and the case notes log for designated actions.
• Receives, reviews, and routes incoming EOS correspondence via mail and fax and ensures all outgoing mail is sent appropriately and timely. Monitors the EOS’ zzzz feedback mailbox by reviewing incoming emails and forwards to the appropriate EOS staff.
• Receives and routes telephone calls and coordinates with the EO Manager or designee to ensure coverage.
• Maintains EOS records and files, which includes filing in appropriate storage area, retrieving files, and preparing records for destruction. Copies/Scans and reviews files for public record and litigation requests.
• Performs general administrative functions for the EOS, such as approving WORKS application charges (except those made by the incumbent of this position), preparing purchase requisitions and purchase orders, ordering supplies, acts as a purchasing card cardholder; reconciles monthly P-card charges; arranges for maintenance and repair of all office equipment, telephones, computers, and building fixtures; records property management and inventory.
• Makes or assists EOS staff with travel arrangements and completes travel authorizations and travel vouchers in accordance with FDOH policy and procedures. Coordinates trainings and conferences facilitated by the EOS and prepares training materials.
• Retrieves and prepares annual performance evaluation data for the Equal Opportunity Manager six (6) months prior to the end of the performance evaluation period and at the end of the performance evaluation period.
• Performs other related duties as requested.

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: No Education Listed