OPS ADMINISTRATIVE ASSISTANT II - 64801958

State of Florida • Tallahassee, FL

1d • Onsite

About The Position

This is an independent, highly responsible, and complex administrative position serving as administrative support to the Bureau of Child Health Quality. This position makes decisions with minimum supervision/instructions and anticipates the administrative needs of the bureau. This position works under the supervision of the CMS Child Health Quality Bureau Chief.

Requirements

• Must have excellent written, verbal, communication and customer service skills.
• Must be able to perform accurate, thorough work, follow instructions and conduct thorough follow-up to ensure tasks are documented as completed.
• Must have the ability to understand and apply federal and/or state rules, regulations, policies and procedures
• Must have basic word processing and spreadsheet skills, including the ability to create spreadsheets and reports
• Ability to plan, organize, prioritize, coordinate, and carry out work assignments
• Ability to work independently and to effectively handle multiple tasks.
• Ability to establish and maintain effective working relationships with others.
• Ability to demonstrate a high level of computer competency
• Skilled in professional use of Microsoft Office Suite
• Knowledge of the procedures for handling State Travel Authorizations and Reimbursement
• High School Diploma or GED
• Microsoft Software experience (Word, Excel, Outlook, and Teams)
• Administrative Experience (3 - 5 years preferred)

Responsibilities

• Represents the Bureau Chief in contacts with public officials, other government agencies and carries out assignments given by the Bureau Chief.
• Assists in the daily administrative activities of the office, including but not limited to, answering telephones, mail distribution and supply requisition and distribution.
• Provides clerical and administrative support to the Bureau Chief, Unit Directors and Staff.
• Acts as liaison with other bureaus pertaining to various administrative processes, policies, and procedures.
• Maintains Bureau Chief calendar.
• Coordinates travel arrangements, prepares itineraries, prepares, and submits travel reimbursements and tracks travel expenditures for the Bureau.
• Coordinates meetings, including the scheduling of meeting rooms, preparation of agendas, materials, and meeting justifications. Coordinates and makes arrangements pertaining to conference calls. Responsible for negotiating contracts of offsite meeting rooms.
• Processes routine correspondence and drafts responses.
• Performs special assignments and other duties as assigned by the Bureau Chief.

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

• Career Level: Mid Level
• Education Level: High school or GED