OPS Administrative Assistant II - 77902433

State of Florida

1d•$19•Onsite

About The Position

The FWC envisions a Florida where fish and wildlife are abundant and thriving in healthy and connected natural landscapes with vital working lands and waterways; where natural resources are valued and safely enjoyed by all; and wherein natural systems support vibrant human communities and a strong economy. Our Mission: Managing fish and wildlife resources for their long-term well-being and the benefit of people. Every organization has an identity that is forged not only by what it does, but by how it conducts itself. The values embedded in our mission and expressed in the vision of the FWC are to make quality decisions by being dynamic, science-informed, efficient, ethical, collaborative and committed to the vitality of the state and its environment. The Division of Habitat & Species Conservation is comprised of six Sections and two offices. This position works within the Wildlife Impact Management Section (WIM) of the Florida Fish and Wildlife Conservation Commission’s Division of Habitat and Species Conservation. The Wildlife Impact Management Section (WIM) is seeking an energetic and motivated candidate to serve as an Administrative Assistant II. The incumbent will provide primary administrative and clerical support to the Wildlife Impact Management Section. The Administrative Assistant works across multiple programs within the Section to provide administrative and clerical support; purchasing support; as well as meeting planning and coordination support.

Requirements

A high school diploma and six years of professional experience in administrative work.
A bachelor’s degree can substitute for four of the six years’ experience.
Knowledge of office procedures and practices providing administrative support
Knowledge of the use of Microsoft Office Suite software
Knowledge of the principles and techniques of effective communication
Knowledge of the most recent Title II of the Americans with Disabilities Act (ADA) and the U.S. Department of Justice’s WCAG 2.1 Level AA accessibility requirements for all ECI.
Ability to manage multiple projects efficiently and accurately
Ability to prepare written correspondence
Ability to organize files and other records
Ability to use correct spelling, punctuation, and grammar
Ability to type letters, memoranda, and other standard business forms in correct format
Ability to handle telephone calls in a courteous and effective manner
Ability to communicate effectively, verbally and in writing
Ability to establish and maintain effective working relationships with others
Ability to proactively find solutions and resolve issues as they arise
Valid driver’s license

Nice To Haves

Knowledge of State of Florida procurement methods and statutes preferred

Responsibilities

Coordinating purchases for the Section and maintaining a purchasing card
Obtaining quotes, composing purchase orders and submitting invoices for payment utilizing MyFloridaMarketPlace
Assisting with routing contracts, invoices, and supporting documents for execution
Organizing and maintaining paper and electronic files in accordance with retention requirements
Utilizes accessibility testing and remediation tools (e.g. PAC, Adobe Acrobat Pro, Adobe InDesign) to identify and resolve accessibility issues and ensure documents and webpages are compliant with the American with Disabilities (ADA) guidelines
Processing responsive records for public record requests
Managing the Section’s SharePoint site
Preparing correspondence and reports for staff as requested
Checking mail and routing mail for Section staff as appropriate
Answering multi-line telephone and routing calls to the appropriate subject matter experts
Communicating pleasantly and effectively with internal and external customers, including the public
Scheduling interviews and meetings as needed
Assisting with meeting planning to include reserving rooms, venues, and implementing hotel blocks for workshops, meetings, and conferences
Making travel arrangements and utilizing the Statewide Travel Management System to complete travel documentation for Section Staff
Maintaining inventory of publications and fulfilling requests as needed
Submitting vehicle logs and associated documentation monthly
Maintaining property inventory for Section
Assisting with annual property reconciliation
Other assignments and duties, as assigned.