OPS-Administrative Assistant I - 77904047

State of Florida•Ocala, FL

2d•Onsite

About The Position

This position provides administrative assistance and supports the Alligator Management Program, with a special focus on administrative needs of the hunting and farming programs. The incumbent is expected to perform various duties to ensure the smooth operation of the office and support for the program. The Commission expects its employees to be courteous and respectful while assisting Commission customers and stakeholders, ensuring each encounter is as positive as possible. Employees should promptly resolve questions or problems relating to the Commission, its programs and/or fish and wildlife resources. Employees should seek to gain public support for agency objectives and programs by serving Florida’s citizens in a positive and proactive manner and by listening to what the customer wants and striving to meet their needs. When appropriate, employees will explain the reasons for agency actions or decisions while communicating a consistent FWC point-of-view. Commission employees are responsible for following the provisions and requirements in Section 215.422, Florida Statutes, related to the Comptroller’s rules and FWC’s invoice processing and warrant distribution procedures. Work at FWC is cross-functional meaning duties may cross division/office lines. The Commission expects employees to function across FWC’s organizational structure by providing their skills and expertise wherever needed through work on teams or as directed.

Requirements

A high school diploma and five years of professional experience in administrative work.
Knowledge of general office procedures and practices.
Knowledge of techniques for handling matters/tasks in a courteous and efficient manner.
Knowledge of and skills in using computer scanners, copy, postage, and fax machines.
Knowledge of and skills to use a multi-line telephone system and associated features.
Skill in providing customer service to internal and external customers.
Skills and abilities to use a personal computer in Microsoft Office, Word, Excel, Access, Outlook, Adobe Acrobat and appropriate computer systems.
Ability to create and organize hard copies and electronic files.
Ability to use proper phone etiquette.
Ability to respond to the public in a calm effective manner.
Ability to think logically and apply problem-solving techniques.
Ability to effectively focus and complete detailed and complex tasks.
Ability to effectively communicate verbally and in writing.
Ability to multi-task effectively within short time frames.
Ability to produce final products within established time frames.
Ability to follow written/verbal instructions.
Ability to consistently perform in a fast-paced environment.
Ability to establish and maintain effective working relationships with others.
Ability to understand and apply applicable rules, regulations, policies, and procedures

Nice To Haves

A bachelor’s degree can substitute for four of the five years’ experience.

Responsibilities

Answer telephone calls and emails with a focus on providing excellent customer service
Relay messages and information to appropriate staff
Preparing equipment operational costs reports
Track property assigned to the office location
Process incoming and outgoing mail
Print and scan documents
Assist in copying, faxing or other transmission of documents
Prepare letters, memorandums, notices, and other documents
Process administrative paperwork related to personnel (hiring, resignation, terminations)
Proofread prepared materials for correct spelling, punctuation and grammar
Maintain/purchase office supplies
Take notes and prepare summaries of meetings
Make travel arrangements
Communicate with, and assist, stakeholders and agency personnel
Reconcile and enter data
Perform other related duties and special projects as assigned