ADMINISTRATIVE ASSISTANT III - 37001682

State of Florida • TALLAHASSEE, FL

13d • $40,321 - $43,500 • Onsite

About The Position

This position's role within the Florida Department of Environmental Protection’s Division of State Lands (DSL) is Florida’s lead agency for environmental management and stewardship, serving as staff to the Board of Trustees. DSL’s role goes far beyond just acquiring lands for protection. It provides oversight for the management of activities on more than 12 million acres of public lands, including lakes, rivers, and islands. These public lands help ensure all Florida residents and visitors have the opportunity to truly appreciate Florida’s unique landscapes. This position will perform the following duties and responsibilities for the Office of the Director:

The incumbent acts to assist or aid the Director and Deputy Director. Processes DSL correspondence; investigates subject matter; and prepares responses or routes for response and approval, as appropriate. Logs and tracks all received correspondence by the DSL, reviews DSL records and reports received and recommends courses of action. Performs special assignments, research, and report preparation, such as the preparation of reports to the Deputy Secretary’s Office. Represents the director in matters as authorized in contacts with public officials, other governmental entities and the public. Ensures that all deadlines for correspondence and assignments are met by organizing and tracking; ensures that the resulting work product is accurate and consistent with Director’s objectives. Maintains senior staff’s calendars and daily schedules; to include planning for meetings, conferences, and travel arrangements. Coordinates the preparation of the DSL Management Team Meeting agenda; serves as recording secretary, and distributes minutes/notes for DSL Management Team Meetings. Reviews all correspondence for the Director's Office and reviews and edits the responses on behalf of Director’s Office prepared by DSL staff. Tracks and prepares or coordinates preparation of responses to requests for information. Directs, coordinates, and prepares correspondence. Coordinates and tracks document flow for the Director’s Office, elevating urgent items to senior staff when appropriate. Drafts and prepares reports, including technical and administrative reports, for senior staff. Research information at the request of senior staff in preparation for meetings or response to correspondence. Reviews incoming telephone calls for senior staff and makes determination of where calls should be routed for the most effective and efficient response. Assigns, coordinates, and prepares responses to public records requests for DSL. Serves as Training Liaison for DSL. Assists with administrative Human Resource functions as needed. Perform other duties as requested by the Deputy Director or Director.

Requirements

• Knowledge of basic management principles and practices.
• Knowledge of the methods of data collection and analysis.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the rules of grammar and punctuation.
• Skilled in operating a computer.
• Skilled in the use of Microsoft Office Suite software (Excel, Word, PowerPoint) with proficiency in Outlook calendar scheduling.
• Ability to determine work priorities, assign work, and ensure proper completion of work assignments.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to organize data into logical format for presentation in reports, documents and other materials.
• Ability to collect, evaluate, and analyze data to develop alternative recommendations, solve problems, document work and other activities relating to the improvement of operational and management practices.
• Ability to conduct fact-finding research.
• Ability to exercise sound independent judgment.
• Ability to work independently.
• Ability to solve problems and make decisions.
• Ability to plan, organize, and coordinate work assignments.
• Ability to demonstrate teamwork.
• Possess a valid driver’s license.
• This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position.

Responsibilities

• Acts to assist or aid the Director and Deputy Director.
• Processes DSL correspondence; investigates subject matter; and prepares responses or routes for response and approval, as appropriate.
• Logs and tracks all received correspondence by the DSL, reviews DSL records and reports received and recommends courses of action.
• Performs special assignments, research, and report preparation, such as the preparation of reports to the Deputy Secretary’s Office.
• Represents the director in matters as authorized in contacts with public officials, other governmental entities and the public.
• Ensures that all deadlines for correspondence and assignments are met by organizing and tracking; ensures that the resulting work product is accurate and consistent with Director’s objectives.
• Maintains senior staff’s calendars and daily schedules; to include planning for meetings, conferences, and travel arrangements.
• Coordinates the preparation of the DSL Management Team Meeting agenda; serves as recording secretary, and distributes minutes/notes for DSL Management Team Meetings.
• Reviews all correspondence for the Director's Office and reviews and edits the responses on behalf of Director’s Office prepared by DSL staff.
• Tracks and prepares or coordinates preparation of responses to requests for information.
• Directs, coordinates, and prepares correspondence.
• Coordinates and tracks document flow for the Director’s Office, elevating urgent items to senior staff when appropriate.
• Drafts and prepares reports, including technical and administrative reports, for senior staff.
• Research information at the request of senior staff in preparation for meetings or response to correspondence.
• Reviews incoming telephone calls for senior staff and makes determination of where calls should be routed for the most effective and efficient response.
• Assigns, coordinates, and prepares responses to public records requests for DSL.
• Serves as Training Liaison for DSL.
• Assists with administrative Human Resource functions as needed.
• Perform other duties as requested by the Deputy Director or Director.

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
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed