STAFF ASSISTANT - 64026842

State of Florida

13d • Onsite

About The Position

This position reports to the Dental Executive Director in the Bureau of Family Health Services, Division of Community Health Promotion and provides direct staff support to professional staff within the Public Health Dental program as assigned. Duties include, but are not limited to, the following: Performs administrative and clerical functions including, assisting with grant application activities, scheduling meetings and/or web-conferences, preparing correspondence, monitoring and responding to email correspondence in program inboxes, developing meeting agendas and minutes, compiling information into logical formats (reports, memos, PowerPoint presentations, spreadsheets etc.); participates in staff meetings and other Bureau and Division development activities. Performs purchasing duties for the Dental program, including creating, monitoring, processing, approving, purchasing and payment of direct orders (DO's) and commodity P-card purchases requiring use of MFMP, NextGen, and FLAIR and ensuring compliance with established procedures. Collaborates with staff from various programs to assist with projects and assignments as they relate to processing purchase orders. Maintains logs of expenditures to assist in monthly reconciliations by staff. Responsible for program reports including, but not limited to: Daily Attendance Report; Maintains a yearly/ monthly calendar of deadlines assigned for programs (i.e. grant applications, project tasks, meetings and conferences, etc. in SMARTSHEET and program folders; Assists with travel arrangements for staff and processes travel authorizations and reimbursement vouchers within required timeframes and pursuant to department policies and procedures. Develops, maintains, and updates directory of frequently used hotels, point of contacts, pricing and other pertinent information. Maintains office records and files for travel vouchers and reimbursements. Serves as receptionist. Assists external and internal customers, receives visitors, answers multi-line telephones and assists and works cooperatively with other support staff within the Bureau and/or the Division with telephones and/or other routine office duties, as needed. Develops and maintains records, and other related materials for assigned programs. Proofreads and edits written materials for appropriate sentence structure, flow and grammar; formats written reports and processes for routing to supervisor(s) for approval. Makes copies of correspondence, properly routes correspondence per procedure, monitors correspondence routing, maintains files and other documents. Prepares and maintains files and various databases; retrieves or reproduces documents, records and reports; and arranges for storage, as needed. Retrieves, date stamps and delivers incoming mail and packages appropriately to staff. Ensures shared office equipment is operational and supplied with needed materials. Performs other related duties and responsibilities as assigned or required.

Requirements

• Ability to collect, compile and organize files and records
• Knowledge of correct spelling, punctuation, and grammar
• Ability to work with others and meet and deal with internal and external customers
• Ability to work under pressure
• Ability to work independently
• Ability to prioritize, organize, and schedule work assignments
• Ability to handle a multi-line telephone system
• Knowledge of and ability to use Microsoft Word, Excel and Outlook programs

Nice To Haves

• Two years of secretarial and/or clerical experience preferred.
• Computer experience, particularly with Microsoft Office (Word and Excel).
• Knowledge of office professionalism and practices.

Responsibilities

• Assisting with grant application activities
• Scheduling meetings and/or web-conferences
• Preparing correspondence
• Monitoring and responding to email correspondence in program inboxes
• Developing meeting agendas and minutes
• Compiling information into logical formats (reports, memos, PowerPoint presentations, spreadsheets etc.)
• Participates in staff meetings and other Bureau and Division development activities
• Creating, monitoring, processing, approving, purchasing and payment of direct orders (DO's) and commodity P-card purchases requiring use of MFMP, NextGen, and FLAIR and ensuring compliance with established procedures
• Collaborates with staff from various programs to assist with projects and assignments as they relate to processing purchase orders
• Maintains logs of expenditures to assist in monthly reconciliations by staff
• Responsible for program reports including, but not limited to: Daily Attendance Report
• Maintains a yearly/ monthly calendar of deadlines assigned for programs (i.e. grant applications, project tasks, meetings and conferences, etc. in SMARTSHEET and program folders
• Assists with travel arrangements for staff and processes travel authorizations and reimbursement vouchers within required timeframes and pursuant to department policies and procedures
• Develops, maintains, and updates directory of frequently used hotels, point of contacts, pricing and other pertinent information
• Maintains office records and files for travel vouchers and reimbursements
• Serves as receptionist
• Assists external and internal customers, receives visitors, answers multi-line telephones and assists and works cooperatively with other support staff within the Bureau and/or the Division with telephones and/or other routine office duties, as needed
• Develops and maintains records, and other related materials for assigned programs
• Proofreads and edits written materials for appropriate sentence structure, flow and grammar
• Formats written reports and processes for routing to supervisor(s) for approval
• Makes copies of correspondence, properly routes correspondence per procedure, monitors correspondence routing, maintains files and other documents
• Prepares and maintains files and various databases
• Retrieves or reproduces documents, records and reports
• Arranges for storage, as needed
• Retrieves, date stamps and delivers incoming mail and packages appropriately to staff
• Ensures shared office equipment is operational and supplied with needed materials
• Performs other related duties and responsibilities as assigned or required

Benefits

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees