OPS Administrative Assistant - 77909109

State of Florida

20h•Onsite

About The Position

This is professional work assisting office leadership and managing day-to-day operations of the office. The incumbent of this position will directly assist the Office Director, Section Leader, and three Program Administrators, maintain up-to-date records of activities, task assignments, and internal records via Outlook, Agency Project List, SharePoint, and/or other tracking systems, and prepare office or section operations reports as requested. This position works within the Office of Conservation Planning Services (OCPS) and Wildlife Diversity Conservation (WDC) of the Florida Fish and Wildlife Conservation Commission’s Division of Habitat and Species Conservation.

Requirements

A high school diploma
Six years of professional experience in administrative work (A bachelor’s degree can substitute for four of the six years’ experience)
A cover letter and resume must be submitted with your application
Answers to qualifying questions must be validated in the application, cover letter and resume
Valid Driver’s License
Knowledge of administrative and clerical procedures, systems, principles and practices
Knowledge of the methods of data collection
Knowledge of the principles and techniques of effective communication
Ability to multi-task, prioritize and meet deadlines
Ability to act on changing priorities and responsibilities
Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing
Ability to prepare correspondence and administrative reports
Ability to understand and apply applicable rules, regulations, policies and procedures
Ability to utilize problem-solving techniques
Ability to work independently and manage time efficiently
Ability to plan, organize and coordinate work assignments
Ability to communicate effectively with others both orally and in writing as indicated by the needs of the audience
Ability to establish and maintain effective working relationships with others
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Knowledge of basic management principles and practices of Microsoft Office applications, including Sharepoint

Nice To Haves

Two years of experience with records management or administration of programs receiving, processing, and monitoring electronic documents
Experience with state of Florida agency records management processes and use of SharePoint software
Experience facilitating the timely and accurate administration of processes that involve multiple data entry points and users both internal and external to the work unit
A cover letter and resume should be included with the application package

Responsibilities

Processing a variety of correspondence, investigating subject matter, and preparing replies
Maintaining current information of section or office policies, programs, routine processes
Reviewing records and reports which require action and recommending solutions or courses of action
Assisting in conducting daily administrative activities and/or directing special projects or activities
Preparing and maintaining reports, archived records, and information requests
Purchasing and making travel arrangements on behalf of Office Director or Section Leader
Standardizing data, monitoring data quality improvement and integration, and participating in interagency data coordination
Coordinating purchasing activities, including procurement of supplies and services in accordance with established procedures
Managing inventory for computers, cellular devices, and vehicles, including tracking, assignment, and maintaining accurate records
Assisting with the Landowner Assistance Program Volunteer Program, including processing applications and tracking volunteer activity
Attending meetings and preparing accurate, detailed meeting minutes for distribution and recordkeeping