OPS Administrative Assistant II - 77909109

State of Florida • TALLAHASSEE, FL

1d • Onsite

About The Position

This is professional work assisting in the management of project review records for the Florida Fish and Wildlife Conservation Commission’s (FWC) Office of Conservation Planning Services (OCPS) in the Habitat and Species Conservation Division. The incumbent is responsible for performing data entry into the FWC Project Log and providing quality, sharable, and accessible information throughout the agency. Primary duties and responsibilities include monitoring the OCPS external email inbox for the identification, tracking, and distribution of project review information, retrieval, processing, and delivery of initial project review materials from external agency websites, conducting initial project screening, coordinating with OCPS biologists, other FWC staff, and external parties (including time-sensitive searches of internal systems and communicating results), and managing documents and records in the FWC Project Log. This position conducts initial project screening, performs data entry, coordinates reviews with OCPS biologists, other FWC staff, and external parties, and manages documents and records in the FWC Project Tracking System. OCPS biologists conduct project reviews and comment on regulated activities that have potential to impact fish and wildlife resources. This position is responsible for the delivery of initial project materials using external agency resources and working with external agency staff on accessing files and documents. Duties include thoroughly researching projects and working with FWC staff to determine appropriate review processes and essential documents. The incumbent is also responsible for producing quality reports, correspondence, and other work products which meet the intended objectives; assisting program staff in reviewing environmental application materials and data; preparing draft correspondence; distributing materials; maintaining and archiving records; attending and participating in internal meetings; and completing special projects as assigned.

Requirements

• A high school diploma and six years of professional experience in administrative work.
• Knowledge of Microsoft Office applications, including Word, Excel, Outlook, SharePoint, and Teams.
• Knowledge of the methods of data collection and analysis.
• Knowledge of administrative and clerical procedures, principles, and practices.
• Ability to manage a large workflow and set appropriate priorities.
• Ability to prepare correspondence and technical reports.
• Ability to work independently and manage time efficiently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
• Ability to conduct fact-finding research and utilize problem-solving techniques.
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to operational and management analysis activities.
• Ability to communicate effectively both orally and in writing.
• Valid Driver’s License

Nice To Haves

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

Responsibilities

• Monitoring the OCPS external email inbox for the identification, tracking, and distribution of project review information
• Retrieval, processing, and delivery of initial project review materials from external agency websites
• Conducting initial project screening
• Coordinating with OCPS biologists, other FWC staff, and external parties. This includes time-sensitive searches of internal systems and communicating results.
• Managing documents and records in the FWC Project Log
• Producing quality reports, correspondence, and other work products which meet the intended objectives
• Assisting program staff in reviewing environmental application materials and data
• Preparing draft correspondence
• Distributing materials
• Maintaining and archiving records
• Attending and participating in internal meetings
• Completing special projects as assigned

Benefits

• potential for health benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED