68900357 - OPS ADMINISTRATIVE ASSISTANT I

State of Florida • Tallahassee, FL

11d • Onsite

About The Position

This is complex administrative work assisting the Bureau Chief of Systems Management, Intake & Data Integrity. The incumbent in this position is responsible for serving as an office manager and assistant to the Bureau Chief and other managers within the Bureau; ensuring the continuity of work in the Bureau Chief’s absence; serving as a liaison with other offices; independently handling special administrative projects; interpreting administrative policies; researching and gathering data; preparing written reports on administrative issues; and handling other routing administrative duties. The position will be hired at $16.79 hourly and is non-negotiable. OPS employment is a temporary employer/employee relationship used for accomplishing short term or intermittent tasks. OPS employees are at-will employees and are subject to actions such as pay changes, changes to work assignment, and terminations at the pleasure of the agency head or designee. OPS employees do not serve probationary periods or become permanent in their positions because they serve at the pleasure of the agency head.

Requirements

• Two (2) years of experience in administrative or clerical work is required.
• An associate’s degree from an accredited college or university can substitute on a year for year basis for the required experience listed above.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• 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 utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.

Nice To Haves

• Preference will be given to applicants with experience working in MyFloridaMarketPlace (MFMP) or Human Resources.

Responsibilities

• Monitor and coordinate office operation activities, procedures and policies.
• Consult with staff and management making recommendations as necessary; coordinate and monitor Bureau-wide activities (meetings, delegations of authority and associated leave, administrative functions and project workflow).
• Ensure the continuity of office work during the absence of the Bureau Chief and exercises independent judgment in order to meet deadlines on actions related to Central Services.
• Coordinates the activities of other support staff in the Bureau including purchasing, personnel, travel and IT related requests.
• Track the completion of assignments, incoming correspondence and other material and report delinquent assignments to the unit supervisors and the Bureau Chief.
• In the absence of the Bureau Chief, has responsibility for obtaining signatures on correspondence and sign-off on other products to ensure a timely and proper response; ensures interoffice communications are handled properly, pending items receive follow-up action, staff members are fully informed concerning project status and new priority tasks received special handling.
• Personnel liaison- Prepare and process position advertisements; assist supervisors with setting up interviews; conducts employment verifications and reference checks, ensures required documentation is collected, signed and processed; orient new employees to the Bureau (I.D. badge, I9 form, eNAF, etc.); process separations; act as liaison between the Bureau and the Human Resources office; assist employees with administrative services related questions.
• Purchasing liaison - Serves as the purchasing liaison, arranges through MyFloridaMarketPlace, purchasing of office supplies, obtains maintenance contracts of office equipment for comparison and supervisory review.
• Submits purchasing data timely and periodically completes required inventory of equipment as directed by policy.
• Assists with researching and compiling information required in completing work and other special assignments, compiling and analyzing data related to administrative issues.
• Independent research products may be assigned in preparation for meetings, this position is responsible for researching pertinent materials and providing the Bureau Chief with the necessary background information.
• Participate in staff meetings and staff development activities.
• Receives incoming correspondence and memoranda, reviews and analyzes correspondence and assists in preparing responses to inquiries not requiring the personal attention of the Bureau Chief; and maintains the Bureau Chief’s travel, scheduling appointments and conferences.
• Review, analyze and prepare drafts of correspondence for administrative decisions and policies.
• Maintains liaison with other offices within the department, other departments, health care professional associations and other external stakeholders.
• Acts in a public relations capacity in representing the Bureau's activities.
• Acts in a public relations capacity in representing the Bureau over the phone or in person.
• Determines secretarial workload priorities, coordinating phone and mail coverage.
• Perform other duties as assigned.

Benefits

• No state income tax for residents of Florida
• State Group Insurance coverage options (must meet eligibility requirements), including health, life, dental, vision, and other supplemental insurance options
• Savings & Spending Accounts
• 401 (a) FICA Alternative Plan administered through VALIC (tax deferred Retirement Savings Plan)
• Participation in the Florida Deferred Compensation Plan (457b)

What This Job Offers

• Career Level: Mid Level
• Education Level: Associate degree