OPS ADMINISTRATIVE ASSISTANT II - 64801925

State of Florida

1d • $20 • Onsite

About The Position

This position will serve as the professional assistant to the section administrator and provides professional level administrative support to the Viral Hepatitis and Outbreak response Section (VHORS). Work involves the performance of administrative activities, which involve independently planning administrative objectives and priorities to enhance team efficiency and to assist with the implementation of VHOR Section policies and procedures.
Responsible for providing general office assistance as requested and ensuring requests are completed in compliance with policies and procedures. Assist section staff by answering phones and routing inquires to appropriate staff. Assist with incoming and outgoing mail and shipping. Provides meeting or training support as requested including assisting with preparations, scheduling, and set-up. Assist staff with scheduling meetings, maintain staff meeting schedule and conference room/call calendars.
Responsible for monitoring and tracking all section assignments. Set up, establish, organize, and maintain an efficient and complete assignment tracking process. Assist section staff with preparing internal and external correspondence for review and approval. Prepare communications, such as memos, emails, agendas, meeting minutes, reports, and other correspondence. Proofreads all section correspondence for accuracy and content as it relates to the Department’s correspondence policies and procedures. Receive and process requests for rapid HCV test kits. Responsible for packaging and shipping out rapid HCV test kits. Track the number of HCV kits coming in, being sent out (and to whom/what agency) to be aware of HCV test kit inventory.
Serves as the sections point of contact for Safety, information Security/HIPAA and Continuity of Operations Planning (COOP). Attends meetings held by the bureau of division coordinator on these issues, ensures Section compliance with any related policies and procedures at the direction of the bureau or division coordinator, communicates updates to all staff and/or Section Administrator as needed, completes any assessments.
Performs other duties as assigned.

Requirements

• Ability to manage multiple tasks, prioritize assignments, and meet deadlines efficiently.
• Strong written and verbal communication skills are essential for interacting with colleagues, clients, and external stakeholders.
• Proficient in using office software such as word processing, spreadsheet, and presentation software. Familiarity with email management and calendar scheduling tools is also important.
• Ability to maintain accuracy and precision in tasks such as data entry, proofreading, and document management.
• Skill in allocating time effectively to complete tasks and projects within deadlines.
• Capacity to identify issues, analyze problems, and propose solutions independently or in collaboration with others.
• Ability to provide excellent service to clients, whether internal or external, by responding promptly and professionally to inquiries and requests.
• Knowledge of office procedures, protocols, and administrative systems to ensure smooth operations within the organization.
• Ability to work well in a team environment and maintain positive working relationships with colleagues and stakeholders.
• Understanding the importance of maintaining confidentiality and discretion when handling sensitive information.
• Proficiency in using common office equipment such as printers, scanners, fax machines, and multi-line telephone systems.
• Knowledge of office and secretarial procedures.
• Knowledge of Microsoft Word applications
• Ability to receive and convey detailed information clearly and accurately

Nice To Haves

• Minimum of three years of administrative, secretarial, or clerical experience.

Responsibilities

• Provide general office assistance as requested and ensuring requests are completed in compliance with policies and procedures.
• Assist section staff by answering phones and routing inquires to appropriate staff.
• Assist with incoming and outgoing mail and shipping.
• Provide meeting or training support as requested including assisting with preparations, scheduling, and set-up.
• Assist staff with scheduling meetings, maintain staff meeting schedule and conference room/call calendars.
• Responsible for monitoring and tracking all section assignments.
• Set up, establish, organize, and maintain an efficient and complete assignment tracking process.
• Assist section staff with preparing internal and external correspondence for review and approval.
• Prepare communications, such as memos, emails, agendas, meeting minutes, reports, and other correspondence.
• Proofreads all section correspondence for accuracy and content as it relates to the Department’s correspondence policies and procedures.
• Receive and process requests for rapid HCV test kits.
• Responsible for packaging and shipping out rapid HCV test kits.
• Track the number of HCV kits coming in, being sent out (and to whom/what agency) to be aware of HCV test kit inventory.
• Serves as the sections point of contact for Safety, information Security/HIPAA and Continuity of Operations Planning (COOP).
• Attends meetings held by the bureau of division coordinator on these issues, ensures Section compliance with any related policies and procedures at the direction of the bureau or division coordinator, communicates updates to all staff and/or Section Administrator as needed, completes any assessments.
• Performs other duties as assigned.

Benefits

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)
• Deferred Compensation (voluntary)
• Employee Assistance Program (voluntary)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed