ADMINISTRATIVE SECRETARY - 48003354

State of Florida•Tallahassee, FL

19d•Onsite

About The Position

The incumbent in this position would be responsible for providing direction and assistance, if requested, to other support staff in maintaining calendars, bureau webpages, inventories, and other administrative tasks for directors and bureau chief. The incumbent will assist in paperless communication.

Requirements

Knowledge of standard business formats and styles for letters and business forms.
Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective communications.
Knowledge of the methods of data collection.
Skill in typing.
Ability to organize files and other records.
Ability to compile and analyze data for administrative decisions.
Ability to organize and maintain records management systems.
Ability to perform basic arithmetical calculations.
Ability to use correct spelling, punctuation and grammar.
Ability to type letters, memoranda and other standard business forms in correct format.
Ability to operate general office equipment.
Ability to handle telephone calls in a courteous and effective manner.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Knowledge of Microsoft Office.

Nice To Haves

Applicants who have direct experience with Microsoft Office.
Applicants who have professional experience.
Applicants who complete application information and hire requirements listed in the advertisement to completion.

Responsibilities

Plans for and tracks work flow including correspondence and workload assignments to clerical and administrative support staff.
Alerts supervisor of workload problems anticipated in major assignments on a regular basis and provides follow-up on assignments made by the Administrator.
Develops a system for transmitting, tracking and submitting priority correspondence (CorrFlow requests) by the deadline assigned.
Copies for the Administrator all approved outgoing correspondence, memoranda, and other forms and documents following standard procedures before forwarding or mailing with copies being made, organized, and packaged per directions given and by the target date.
Oversees filing of correspondence, reports and related office documents per established procedures, retrieves documents from files in a timely manner upon request: keeps files current: and completes planned changes in filing, methods, and administrative systems by the target dates.
Plans for and successfully completes staff development activities as agreed upon by Administrator.
Conferences with supervisor when necessary to discuss workload and tasks assignments and to allocate responsibilities.
Reviews outgoing work of Administrator and printed materials for section staff, when requested, for spelling, format, appearance, grammar, and routing.
Coordinates with other sections on large mail outs and disseminates all designated materials to all persons/agencies copied on letters or marked dissemination list.
Completes all typing/word processing assignments in appropriate formats, proofs against the original draft, and submits to the supervisor by the due date.
Assist with the preparing of purchase requisitions as needed.
The employee assists with maintaining the bureau’s webpage.
The employee assists with processing paperless communications.
Performs other related tasks assigned.

Benefits

State Group Insurance coverage options+(health, life, dental, vision, and other supplemental option)
Retirement plan options, including employer contributions (www.myfrs.com)
Nine paid holidays and a Personal Holiday each year
Annual and Sick Leave Benefits
Student Loan Forgiveness Program (Eligibility required)
Flexible Spending Accounts
Tuition Fee Waivers (Accepted by major Florida colleges/universities)
Ongoing comprehensive training provided
Career Growth
Highly skilled, professional environment
Maternity and Parental Leave Benefits