OPS ADMINISTRATIVE ASSISTANT I - 48006334

State of Florida • Tallahassee, FL

1d • $17 - $21 • Onsite

About The Position

Vocational Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job. VR is committed to helping people with disabilities find meaningful careers. Our Mission is "to help people with disabilities find and maintain employment and enhance their independence." Our Vision is "to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees."

This Advertisement may be used to fill current and future vacancies for up to 6 months.

The Administrative Assistant I is entry to intermediate level administrative work that handles a variety of administrative matters. At this level, the position may perform a full range of assignments under direct supervision or independently performing a narrow range of assignments under general supervision. The position performs duties that are well defined with established practices and clear-cut policies. The work requires applying a general knowledge of business practices to a variety of assignments that are broad as to objective and content. The work involves assisting management in providing analysis and research on a variety of administrative matters. This requires independently making decisions, and obtaining solutions by operating within well-established policies, laws, rules, and guidelines. The employee must use skill in applying instructions to accomplish different job functions or in operating machines for a variety of different purposes. This work helps management and professional staff accomplish its objectives by providing administrative support including organization and control in the preparation and maintenance of documentation and materials vital to the effectiveness of the organization.

The employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions. The employee must interact courteously with others. The employee’s performance and behavior must demonstrate consideration of the workload concerns of others and must not negatively affect the productivity and morale of the unit. Attendance is an essential function of this position.

This position serves as the first point of contact between the public and the Bureau of Vendor and Contracted Services (BVCS).

Requirements

• Candidate Profile (application) must be complete in its entirety.
• Work History (entered with the most recent/current listed first: Any and all State of Florida jobs, Any and all Florida University jobs, All periods of employment, Periods of unemployment, Gaps 3 months or more, Education, Volunteer Experience)
• Include supervisor names and phone numbers including current place of employment.
• Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of entering work history.
• Strong customer service skills
• Must interact courteously and professionally withe others
• Ability to effectively manage inbound telephone calls, process customer requests, and route calls to appropriate persons.

Responsibilities

• Handling daily administrative activities
• Providing administrative support and/or technical assistance to professional staff
• Serving as a receptionist, answering incoming calls, screening public and client calls, and routing phone calls to the appropriate section
• Greeting walk-in individuals, providing correct information, and/or directing guests to the appropriate program section
• Maintaining a phone call and visitors log by entering customer information and notes into the organization's database
• Collecting documentation from individuals prior to interviews
• Handles sending and distributing bureau office mail
• Processing a variety of routine correspondence, investigating subject matter, and preparing replies
• Reviewing records and reports which require action and recommending solutions or courses of action
• Maintaining electronic and paper reports as well as distributing the reports to appropriate entities
• Preparing training materials and maintaining attendance records of training
• Assisting with training initiatives related to the bureau
• Assisting with maintaining the office reception area
• Assists with special projects or activities
• Performing other duties as required

Benefits

• OPS employees may participate in the State of Florida 457 Deferred Compensation Plan.
• OPS employees may participate in the state insurance program, minimum of 30 hours per week to participate

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed