OPS Administrative Assistant - 77909109

State of Florida•Tallahassee, FL

17h•Onsite

About The Position

This is professional work assisting office leadership and managing day-to-day operations of the Office of Conservation Planning Services (OCPS) and Wildlife Diversity Conservation (WDC) within the Florida Fish and Wildlife Conservation Commission’s Division of Habitat and Species Conservation. The incumbent will directly support the Office Director, Section Leader, and three Program Administrators. Responsibilities include maintaining up-to-date records, preparing reports, processing correspondence, managing office policies, reviewing records for action, assisting with administrative activities, purchasing, making travel arrangements, standardizing data, monitoring data quality, coordinating purchasing, managing inventory, assisting with the Landowner Assistance Program Volunteer Program, and attending meetings to prepare minutes.

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.
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

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 is preferred.
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.

Responsibilities

Maintain up-to-date records of activities, task assignments, and internal records via Outlook, Agency Project List, SharePoint, and/or other tracking systems.
Prepare office or section operations reports as requested.
Process a variety of correspondence, investigate subject matter, and prepare replies.
Maintain current information of section or office policies, programs, and routine processes.
Review records and reports which require action and recommend solutions or courses of action.
Assist in conducting daily administrative activities and/or directing special projects or activities.
Prepare and maintain reports, archived records, and information requests.
Purchase and make travel arrangements on behalf of Office Director or Section Leader.
Standardize data, monitor data quality improvement and integration, and participate in interagency data coordination.
Coordinate purchasing activities, including procurement of supplies and services in accordance with established procedures.
Manage inventory for computers, cellular devices, and vehicles, including tracking, assignment, and maintaining accurate records.
Assist with the Landowner Assistance Program Volunteer Program, including processing applications and tracking volunteer activity.
Attend meetings and prepare accurate, detailed meeting minutes for distribution and recordkeeping.