OPS ADMINISTRATIVE ASSISTANT I - 65650296

State of Florida • Tallahassee, FL

40d • Onsite

About The Position

The OPS Administrative Assistant I position reports directly to the Chief of Planning and Evaluation. The position will be responsible for providing administrative support to ensure efficient operation of the office by performing a variety of clerical and administrative tasks. The following duties and activities are assigned to the Administrative Assistant in support of the Department’s mission, goals, and responsibilities:

Requirements

• Proficiency in MS Office Suite or related software
• Ability to work in a team environment
• Ability to work closely to support bureau project efforts as needed
• Ability to utilize problem-solving techniques
• Ability to plan, organize and coordinate work assignments
• Organizational and categorizing skills to facilitate ready retrieval of documents
• Ability to communicate effectively
• Ability to establish and maintain effective working relationships with others
• Ability to work independently
• Have experience with and understand principles of office management and coordination
• Understand office budgeting

Responsibilities

• Serve as the Office Manager and primary support staff for the Bureau of Planning and Evaluation.
• Consult with program supervisors and administrative staff to resolve administrative and operational issues and problems.
• Schedule appointments and maintain calendars.
• Prepare agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Manage travel arrangements for all staff in the bureau, prepare pre-travel authorizations and prepare travel reimbursement as needed.
• Assist with monitoring the budget, ensuring all expenditures are made in the appropriate categories and within budget constraints, including grant expenditures.
• Prepare a monthly report of expenditures.
• Reconcile expenditures, including Pcard reconciliations.
• Primary contact for correspondence tracking.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence.
• Track property purchases and transfers.
• Conduct inventory as part of the DOEA regular inventory efforts.
• Assist staff with applications from People First, arranging interviews, managing applicant records for each position.
• Keep accurate, organized files.
• Attendance is a required function.
• Other support activities as needed.
• Other duties as assigned.

Benefits

• Participation in state group insurance (must meet eligibility requirements)
• Participation in the Florida Deferred Compensation Plan (457b)
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan)
• Flexible Spending Accounts

What This Job Offers

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