OPS Administrative Assistant II - 77902336

State of Florida•TALLAHASSEE, FL

4d•Onsite

About The Position

This is an opportunity to join the Imperiled Species Management Section, responsible for managing and conserving Florida’s manatees, black bears, sea turtles, and panthers, as an Administrative Assistant II. The position plays a vital role in helping the section operate smoothly by providing office management and administrative support across a variety of areas including purchasing, travel, communications, and scheduling. The successful candidate will be a strong communicator, problem-solver, and team player with the ability to manage a wide range of responsibilities in a fast-paced environment. This is an excellent opportunity to support conservation efforts through behind-the-scenes logistics and administrative leadership.

Requirements

A high school diploma and six years of professional experience in administrative work is required.
A valid driver’s license and the ability to safely operate agency vehicles is required.

Nice To Haves

An Associate’s or Bachelor’s degree and two years of experience working in an office setting with diverse administrative responsibilities including customer service and office management is preferred.
Experience with State Agency travel and purchasing procedures is preferred.
Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) is preferred.

Responsibilities

Serve as the primary point of contact for the Section through telephone and email correspondence by courteously answering questions and communicating with the public on a wide variety of topics.
Answer and manage the main public phone line for the Section, responding to calls or routing calls to various Section staff or to their voicemail.
Coordinate with Section staff to respond to Public Records Requests, and other requests for information.
Provide administrative support to the Section Leader’s Office including but not limited to: editing correspondence for proper form, organizing in-person and virtual meetings, maintaining multiple calendars, correspondence tracking, routing documentation for review and appropriate signatures and processing travel documentation.
Support general Section operations by: sending out and receiving incoming daily mail and packages, ensuring adequate phone coverage, preparing and distributing Section meetings, scheduling interviews, logistical support for annual in-person off-site Section meeting
Serve as the primary contact and coordinator for Section staff with questions about the copier, office supplies, uniforms and mail.
Purchases products and services for the Section using State of Florida Purchasing Card following all State of Florida and FWC rules and policies, including office supplies, uniforms, Sun Pass accounts and other items.
Reviews and accurately maintains records of items purchased, costs, delivery, product performance, and inventories.
Accurately and efficiently process purchase orders and invoices in accordance with State of Florida and FWC purchasing policies and timelines.
Act as Travel Liaison for Section staff by scheduling travel and paying for lodging and other travel expenses via Statewide Travel Management System.
Works with asset management and Section staff to inventory property located in Tallahassee and assisting Section staff statewide to locate missing property, coordinates property transfers, and maintains all property records.
Submits Monthly Vehicle Reports for Section vehicles statewide using Laserfiche. Maintains fleet vehicles in Tallahassee and is responsible for all preventive maintenance (e.g., oil changes, car washes, all point yearly inspections).
Maintain organized documents and files related to office management and administrative support responsibilities including purchasing and financial records, vehicle logs, etc.