STAFF ASSISTANT - 48003367

State of Florida

17h•Onsite

About The Position

This position provides quality and timely customer service and necessary support and staff assistance to the Bureau Chief, Regional Directors, and team managers within the Division of Career and Adult Education, Bureau of Grants Administration & Compliance. The role requires a highly organized and adaptable professional capable of managing multiple priorities under tight deadlines while maintaining accuracy and professionalism. The ideal candidate will demonstrate strong interpersonal skills, communicate courteously, and contribute positively to team productivity and morale. Responsibilities include comprehensive administrative and operational support, such as managing correspondence, coordinating schedules and travel, preparing documents and presentations, maintaining organized records and tracking systems, and ensuring compliance with state and departmental procedures. The role also involves working independently on complex assignments, supporting budget and grant-related processes, coordinating meetings and events, maintaining office operations, and serving as a key resource for staff and external stakeholders. Proficiency in Microsoft Office applications, attention to detail, discretion with confidential information, and a commitment to customer service and consistent performance are essential.

Requirements

Knowledge of letter, report and tabular formats.
Knowledge of correct spelling, punctuation and grammar usage.
Ability to communicate both verbally and in writing.
Ability to establish and maintain effective working relationship with others.
Skills to use e-mail.
Skills to listening and asking appropriate questions.
Self starter, task oriented and flexible.
Ability to work with others effectively.
Analytical and problem-solving skills.
Critical thinking skills, professional judgment and maintain confidentiality.
Technology skills and advanced Word, Excel, Power Point, Access, and many other office products.
Three years of working experience in a professional office environment.
Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, is required.

Nice To Haves

Advanced proficiency in Microsoft Excel, Word and other Office 365 applications.
Experience supporting state or federal programs, grants administration, budgeting, or compliance activities.

Responsibilities

Handle daily e-mails, correspondence, and phone calls, greet and direct visitors, and assist customers to ensure satisfaction.
Create and maintain accurate and organized documents; assist with PowerPoint presentation development, and prepare outgoing correspondence.
Create documents, memos, letters, and other printed materials using word processing applications and software programs in a timely manner.
Perform employment/personnel related activities, forms, and information.
Coordinate office coverage, ensuring phones are covered at all times.
Maintain weekly schedule of program director and team managers.
Log and track all “Purple Slips” and “Green Slips” and other correspondence requiring program director sign-off.
Maintain office supplies, and purchase additional supplies as needed.
Maintain miscellaneous office equipment (copiers and printers).
Handle all travel materials and assist with travel and workshop arrangements; prepare accurate and correct travel itineraries upon request, ensuring all backup material is attached.
Keep employee files of travel requests and reimbursement.
Maintain an accurate computerized budget for travel expenses in Grants Administration and Compliance.
Prepare meeting materials as requested, book, confirm, and/or cancel meeting rooms, sleeping rooms, car rentals, and/or airline arrangements as needed.
Provide technical coordination of webinars and conference calls bureau wide.
Prepare monthly leave forms; develop and maintain an electronic and paper file for monthly leave reports for all assigned employees.
Responsible for Division- and Department-level work regarding all operational procedures related to FLAIR, division-level approvals, travel preparation, purchase orders, requisitions, travel requests, and reimbursements.
Maintain procedures related to central support services (e.g., purchasing supplies, equipment maintenance, facility needs, mail services, audiovisual services, processing of invoices).
Coordinate activities and changes in procedures.
Serve as the primary resource for processing all intra-agency work.
Provide training and assistance to all bureau-level administrative staff; participate in appropriate in-service training activities to promote professional development.
Collaborate with the Bureau Chief, section directors within the Bureau of Grants Administration and Compliance, and the division-level Budget Officer to determine budgetary requirements and review expenditures.
Provide technical assistance to LEAs, local workforce development boards (LWDBs), and other applicants during the request-for-proposal process and as follow-up during the request-for-application process; support staff responsible for providing advanced technical assistance to local recipients.
Work independently on special projects and/or assist in the completion of special projects, confidential assignments, or other activities as required by bureau- and section-level staff.
Work collaboratively with the Bureau Chief and staff on special projects requiring advanced skills in Microsoft WORD and EXCEL; utilize the Microsoft Mail Merge functionality.
Responsible for maintaining accurate repository database records for Grant Management, which includes invoice and deliverables tracking, GRACE database entry and reconciliation, Bureau training related to the Florida Accountability Contract Tracking System (FACTS), FDOE ShareFile, SharePoint and other Department systems.
Responsible for visual training webinar process, which includes scheduling, equipment set-up, conducting, hosting, recording, and transcriptions.
Comply with guidelines of Section 215.422, F.S., as it pertains to the direct responsibilities of this position and the Bureau of Grants Administration and Compliance.
Perform related work as assigned.
Communicate and consult with colleagues in content areas to ensure consistent and reliable exchange of knowledge and expertise.
Attendance is an essential function of this position.

Benefits

State Group Insurance coverage options (health, life, dental, vision, and other supplemental option)
Retirement plan options, including employer contributions
Nine paid holidays and a Personal Holiday each year
Annual and Sick Leave Benefits
Student Loan Forgiveness Program (Eligibility required)
Flexible Spending Accounts
Tuition Fee Waivers (Accepted by major Florida colleges/universities)
Ongoing comprehensive training provided
Career Growth
Highly skilled, professional environment
Maternity and Parental Leave Benefits