EXECUTIVE ASSISTANT II - SES - 48004004

State of Florida • Tallahassee, FL

5d • Onsite

About The Position

This is a supervisory position responsible for independently performing highly advanced-level work assisting the Division Director in the coordination of administrative tasks and/or assignments, which are complex in nature and very broad in objective with integration of diverse functions. Provides support to the division and senior leadership teams. Supervises administrative staff responsible for purchasing, travel preparation, and public records requests. Maintains open and frequent communication with the Division Director, keeping him/her apprised of important division and department issues.

This position spends the majority of their time communicating with, motivating, training, and evaluating employees, and planning and directing employees’ work, and has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action, including all employees serving as supervisors, administrators, and directors in accordance with Section 110.205(2)(w), Florida Statutes.

Communicates with direct reports providing guidance and motivation and ensures staff are properly trained. Directs the work of staff to ensure work is accurate and completed in a timely manner and provides feedback as needed. Performs coaching and discipline actions when needed. Completes performance appraisals and develops work plans. Responsible for approving timesheets, maintaining monthly attendance and leave records for each direct report. Responsible for hiring recommendations and onboarding activities.

Serves as the Division's CorrFlow liaison and ensures that all assignments received through the CorrFlow system are responded to appropriately, professionally, and timely.

Reviews and processes a variety of correspondence, investigates subject matter, and prepares appropriate replies.

Serves as liaison for the Division Director on inter and intra office matters related to correspondence and assignments, including written and verbal communication with public officials, other government agencies, and the public. In the Division Director's absence, assures all correspondence, telephone calls, employee concerns, et cetera, directed to the Executive Office, are responded to promptly and appropriately. When appropriate and during the Division Director's absence, monitors the Division Director's e-mail, responding appropriately on his/her behalf or assigning to appropriate division staff for handling.

Coordinates and maintains the Division Director's schedule in a manner that ensures the most efficient and effective use of his time. Plans and coordinates meetings as requested by the Division Director. Ensures that appropriate meeting materials are provided, or briefings occur in advance of scheduled meetings/events. Ensure that any necessary travel arrangements are made in accordance with appropriate policies and procedures, including ensuring that proper approvals are obtained prior to travel and reimbursement forms are completed promptly upon return.

Coordinates purchasing activities for the Division Director's Office. Prepare quarterly spending plan reports.

Monitors and tracks assignments made by or on behalf of the Director to staff within the division, ensuring timely and appropriate response. Reviews the work of bureaus within the Division, coordinating their activities, and advise them on matters of policy and administration, as appropriate.

As appropriate, represents Division Director in communicating with Area Directors and staff in the six Division of Vocational Rehabilitation Area Offices. Assists in conducting daily administrative activities and/or directing special projects or activities. When appropriate and during the Division Director's absence, represents the director in contacts with public officials, other governmental agencies and the public, as well as within the division.

Provides support for the Division and Senior Leadership Teams. Reviews and prepare agenda materials and attends and records Division Leadership Team meetings, ensuring that accurate meeting summary notes are completed. Attends Senior Leadership Team meetings, ensuring that follow up assignments are tracked and completed timely.

Maintains appropriate files, records, and reports for the Division Director's Office, in accordance with established records management procedures and records retention schedules.

Carries out specialized assignments as directed by Division Director. Research and provides background information to Division Director on special projects and/or activities needing his/her attention, including policy revision. Maintains knowledge of special projects, contracts and grants; ensures departmental, state and federal policies, procedures and rules are kept up-to-date and disseminated to division staff as appropriate.

Performs related work as required.

Requirements

• Knowledge of administrative principles and practices
• Knowledge of office procedures and practice.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to be productive under tight timeframes, balance multiple and competing priorities and maintain goal-
• Ability to work and perform under stressful conditions.
• Ability to demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to maintain confidentiality.
• Ability to communicate clearly and effectively both verbally and in writing.
• Ability to identify problems and recommend solutions.
• Ability to establish and effective working relationships with others.
• Ability to supervise, motivate and train employees.

Responsibilities

• Supervises administrative staff responsible for purchasing, travel preparation, and public records requests.
• Maintains open and frequent communication with the Division Director, keeping him/her apprised of important division and department issues.
• Communicates with direct reports providing guidance and motivation and ensures staff are properly trained.
• Directs the work of staff to ensure work is accurate and completed in a timely manner and provides feedback as needed.
• Performs coaching and discipline actions when needed.
• Completes performance appraisals and develops work plans.
• Approves timesheets, maintaining monthly attendance and leave records for each direct report.
• Responsible for hiring recommendations and onboarding activities.
• Serves as the Division's CorrFlow liaison and ensures that all assignments received through the CorrFlow system are responded to appropriately, professionally, and timely.
• Reviews and processes a variety of correspondence, investigates subject matter, and prepares appropriate replies.
• Serves as liaison for the Division Director on inter and intra office matters related to correspondence and assignments, including written and verbal communication with public officials, other government agencies, and the public.
• In the Division Director's absence, assures all correspondence, telephone calls, employee concerns, et cetera, directed to the Executive Office, are responded to promptly and appropriately.
• Monitors the Division Director's e-mail, responding appropriately on his/her behalf or assigning to appropriate division staff for handling.
• Coordinates and maintains the Division Director's schedule in a manner that ensures the most efficient and effective use of his time.
• Plans and coordinates meetings as requested by the Division Director.
• Ensures that appropriate meeting materials are provided, or briefings occur in advance of scheduled meetings/events.
• Ensures that any necessary travel arrangements are made in accordance with appropriate policies and procedures, including ensuring that proper approvals are obtained prior to travel and reimbursement forms are completed promptly upon return.
• Coordinates purchasing activities for the Division Director's Office.
• Prepare quarterly spending plan reports.
• Monitors and tracks assignments made by or on behalf of the Director to staff within the division, ensuring timely and appropriate response.
• Reviews the work of bureaus within the Division, coordinating their activities, and advise them on matters of policy and administration, as appropriate.
• Represents Division Director in communicating with Area Directors and staff in the six Division of Vocational Rehabilitation Area Offices.
• Assists in conducting daily administrative activities and/or directing special projects or activities.
• Represents the director in contacts with public officials, other governmental agencies and the public, as well as within the division, during the Division Director's absence.
• Provides support for the Division and Senior Leadership Teams.
• Reviews and prepare agenda materials and attends and records Division Leadership Team meetings, ensuring that accurate meeting summary notes are completed.
• Attends Senior Leadership Team meetings, ensuring that follow up assignments are tracked and completed timely.
• Maintains appropriate files, records, and reports for the Division Director's Office, in accordance with established records management procedures and records retention schedules.
• Carries out specialized assignments as directed by Division Director.
• Research and provides background information to Division Director on special projects and/or activities needing his/her attention, including policy revision.
• Maintains knowledge of special projects, contracts and grants; ensures departmental, state and federal policies, procedures and rules are kept up-to-date and disseminated to division staff as appropriate.
• Performs related work as required.

Benefits

• State of Florida Retirement - 3% Employee Contribution Required
• 10 Paid Holidays annually
• Annual Leave - 104 hours annually
• Sick Leave - 104 hours annually
• Health Insurance for Individual or Family Coverage – State pays 80% of premium- SES Employee pays (Individual $8.34/month or Family $30.00/month)
• Life Insurance – State pays premium for $25,000 basic term life insurance for full time employee
• Additional supplemental insurances are available such as dental, vision, etc.
• Tax Deferred Medical and Child Care Reimbursement Accounts available
• Tuition Fee Waivers (Accepted by major Florida colleges/universities)
• Career Growth
• Maternity and Parental Leave Benefits
• Student Loan Forgiveness Program (Eligibility required)
• Flexible Spending Accounts
• Ongoing comprehensive training provided

What This Job Offers

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