OPS Executive Assistant - 31902042

State of Florida•TALLAHASSEE, FL

1d•Onsite

About The Position

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters, ranging from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM serves as the liaison between federal, state, and local agencies, preparing and implementing a statewide Comprehensive Emergency Management Plan, conducting exercises to test emergency response capabilities, providing technical assistance to local governments, and conducting training for state and local government agencies. FDEM is the lead agency for the State Emergency Response Team (SERT), coordinating state efforts during disaster response and recovery within the State Emergency Operations Center (SEOC) in Tallahassee. It also manages the State Watch Office, a 24-hour operation providing situational awareness, and conducts damage assessment surveys after disasters to advise the Governor on emergency declarations and federal relief funds. FDEM's mission is to 'Coordinate, collaborate, and communicate with our community stakeholders for a resilient Florida,' and its vision is 'Leading the Profession in building prepared and resilient communities.'

Requirements

Five years of experience in providing administrative assistance at an executive level, arranging and managing travel, processing p-card charges and validations, as well as auditing.
Expert level experience using Microsoft Office Suite (Excel, Word, Outlook), and the ability to learn and navigate FDEM enterprise business systems.
Excellent customer service skills with the ability to communicate with executive level staff.
Availability to work more than 10 hours per day, including weekends, and be deployed in support of disaster response for up to 14 days, if needed.
Skill in organizational and administrative duties, including knowledge of filing and electronic records management.
Ability to communicate effectively, both orally, and in writing.
Ability to compose, review, and edit correspondence for grammatical and formatting corrections.
Excellent verbal and written communication skills.
Excellent organizational skills.
Ability to handle multiple tasks under stressful/changing conditions.
Ability to express oneself clearly and concisely, orally and in writing.
Ability to work in a collaborative service environment and effectively contribute to team success.
Knowledge of the State of Florida travel procedures and guidelines.
Ability to perform research and prepare reports.
Excellent skills in the use of the Microsoft Office Suite.
Ability to act independently to resolve problems, and to thoroughly document processes for use by others.
Ability to manage multiple priorities and follow through on projects to completion.

Nice To Haves

Knowledge and/or use of Power BI is preferred.
Knowledge and experience in the field of emergency management is preferred.

Responsibilities

Represent the Executive Director’s Office as the front desk receptionist, requiring excellent customer service that coordinates with other executive level staff internally and externally.
Assist in preparing correspondence for the Executive Management Team including email, letters, reports, etc.
Attend meetings, record and document requests and/or assignments, and track progress until completion.
Provide administrative support in coordination, editing, preparation, and completion of work products.
Monitor assignments and special projects until completion and keep all informed, as necessary.
Assist in maintaining the Executive Management Teams’ calendars and schedules.
Process purchase orders and/or requisitions for the Executive Director’s Office.
Arrange and process travel for the Executive Management Team, including but not limited to authorizations and reimbursements within the Statewide Travel Management System (STMS), coordinating arrangements and bookings on multiple web platforms vendor centric (Marriott, Delta, American, etc.), and develop line by line travel itineraries for the day-to-day travel arrangements.
Process p-card purchases and validations in P-card Works for the Executive Management Team.
Prepare correspondence for the Executive Management Team including memorandums and reports.
Assist in monitoring the Executive Director’s email, specifically the inbox, and assists with assigning emails to the appropriate staff within FDEM.
Process incoming meeting requests and assign such requests to the appropriate staff to address and/or attend.
Maintain a central filing system supporting assigned functions, duties and responsibilities using effective organizational and filing methods which provide opportunities for knowledge transfer.
Assist FDEM staff in monitoring incoming and ongoing audits, including maintaining a log of all active audits and deadlines for responses and other actions, as well as assisting and researching audit responses, as needed.
Coordinate with field staff, communications staff, legislative staff, and other internal and external partners for the coordination, movement, and any paperwork (travel notebook containing speaking points, face-pages, arrangements needed) for the movement of Executive Management Team.
Support FDEM during an activation of the State Emergency Operations Center.
Perform other duties as assigned.
In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.