ADMINISTRATIVE ASSISTANT III - SES - 43001274

State of Florida

1d•Onsite

About The Position

Perform and coordinate special assignments to support the CIO (Chief Information Officer) with strategic initiatives for the Department. Researches, analyzes and abstracts information and supporting data in preparation for meetings, work projects and reports. Correlates and edits materials submitted by others. Organizes material which may be submitted to director in draft form. Provides high level administrative support to the CIO ensuring discretion and confidentiality in the handling of daily duties and continuity of operations of the Division to include maintaining and coordinating CIO/Director’s daily schedule and receiving the CIO’s telephone calls. Coordinate changes, update and maintain multiple pages within OIT’ SharePoint and assist with designing new landing pages. Represent the CIO with Department personnel, other state agencies, councils, and the general public. Reviews and prepares agendas for vendor meetings, divisional meetings and weekly manager’s meetings, securing space and notifying participants in advance of meeting. Prepares written minutes of meetings and distributes as needed. Posts minutes from meetings to the OIT SharePoint site. Take special note and notify owner of any action item that requires follow up prior to the next meeting and coordinates any additional meetings requested. Perform other related duties as required. (Incumbent of position is a member of DFS’ Disaster Response Team and, in that capacity, may be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts.)

Requirements

Four (4) years of experience in Business Administration, Communication, Marketing, or related field is required. A postsecondary degree in Business Administration, Communication, Marketing, or related field may be used as an alternative for the years of experience on a year-for-year basis.
Four (4) years of proven experience as an executive assistant or other relevant administrative support experience.
Working knowledge of Microsoft Office Suite products.
Proficient in the English language.
Ability to plan, organize and coordinate work activities.
Ability to utilize problem-solving techniques.
Ability to establish and maintain effective working relationships with others.
Ability to communicate effectively both verbally and in writing.
Skilled in the use of computer programs to include Microsoft Suite.
Ability to understand and apply applicable rules, regulations, policies and procedures relating to operational and management analysis activities.
Ability to track legislative bills and maintain tracked data in a clear and concise manner.
Ability to conduct research and analysis that results in management level reports.
Ability to organize data into logical format for presentation in reports, documents and other written materials.
Ability to conduct fact-finding research.
Ability to stay on tasks and work with deadlines.

Nice To Haves

Proficient in the Spanish language.

Responsibilities

Perform and coordinate special assignments to support the CIO (Chief Information Officer) with strategic initiatives for the Department.
Researches, analyzes and abstracts information and supporting data in preparation for meetings, work projects and reports.
Correlates and edits materials submitted by others.
Organizes material which may be submitted to director in draft form.
Provides high level administrative support to the CIO ensuring discretion and confidentiality in the handling of daily duties and continuity of operations of the Division to include maintaining and coordinating CIO/Director’s daily schedule and receiving the CIO’s telephone calls.
Coordinate changes, update and maintain multiple pages within OIT’ SharePoint and assist with designing new landing pages.
Represent the CIO with Department personnel, other state agencies, councils, and the general public.
Reviews and prepares agendas for vendor meetings, divisional meetings and weekly manager’s meetings, securing space and notifying participants in advance of meeting.
Prepares written minutes of meetings and distributes as needed.
Posts minutes from meetings to the OIT SharePoint site.
Take special note and notify owner of any action item that requires follow up prior to the next meeting and coordinates any additional meetings requested.
Perform other related duties as required.