STAFF ASSISTANT - 64057527

State of Florida • Orlando, FL

4d • Onsite

About The Position

This position reports to the Administrative Services Manager I and provides specialized administrative support and assistance to the managers and environmental specialists and staff assistants. Duties include reviewing quarterly inspection assignments for quality assurance; assisting in tracking inspection assignments each quarter to reconcile and archive inspection assignments. The role also involves screening and responding to or referring calls or emails to appropriate staff, and relaying information when appropriate to the radiation emergency response section. Additionally, the position tracks and documents state vehicle maintenance and repairs, assists with tracking and documenting calibration of radiation inspection equipment, obtains proper approvals for vendor acceptance of state purchasing cards, and prepares p-card requisitions for office supplies, state vehicle maintenance and repairs, and obtains approval for payment. It also processes receipts for payment and reconciliation. The role includes receiving, sorting, and distributing incoming mail; processing outgoing mail; preparing correspondence, forms, and reports; and ordering supplies and materials to ensure no shortages occur. The position provides environmental specialists with quarterly personal monitoring devices and exchanges their badges and control badges quarterly, mailing used badges for exposure readings. It also provides environmental specialists with annual "escort" badges, distributes quarterly and annual exposure reports, and maintains file copies. Furthermore, the position prepares routine and non-routine travel requests, tracks them to ensure staff have authorization before traveling, and prepares travel reimbursements, including travel documents for reimbursement by the U.S. Nuclear Regulatory Commission. Performs other related duties as required.

Requirements

• Knowledge of operations and administrative practices, My Florida Marketplace, Microsoft Office, purchasing practices & procedures, travel rules and regulations, fiscal policies and procedures, proper punctuation, spelling, and grammar, supervisory principles and practices, public records law.
• Ability to train other employees and prepare effective standard operating procedures.
• Ability to meet deadlines.
• Ability to work independently.
• Ability to establish and maintain effective working relationships with others in a team environment.
• Ability to communicate effectively verbally and in writing, including via print and electronic media.
• Ability to use proper telephone etiquette.
• Ability to plan, organize and coordinate work assignments.
• Ability to recognize, analyze, and solve problems.
• Ability to use Microsoft Office effectively to perform daily duties.
• Ability to proofread materials and make necessary corrections.
• Ability to prepare letters, memoranda and other standard correspondence and reports in correct format.
• Ability to proofread materials and make necessary corrections.
• Ability to understand and apply applicable personnel rules to include leave and attendance, travel, discipline.
• Ability to sort data alphabetically, numerically, and categorically.
• Skills in typing.
• Skills in using a personal computer to create, open, copy, move, save, email, print, & search for files.
• Skills in using a multi-line phone system.
• Skills in using a document scanner.
• Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency. This may include working in a special needs or Red Cross shelter, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• Authorized to work in the United States without employer sponsorship.
• Must have a valid Florida Driver’s License.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Two years of administrative/office experience. High school diploma can substitute for one year of experience.

Responsibilities

• Reviews quarterly inspection assignments for quality assurance; assists in tracking inspection assignments each quarter to reconcile and archive inspection assignments.
• Screens and responds to or refers calls or emails to appropriate staff. Relays information when appropriate to the radiation emergency response section.
• Tracks and documents state vehicle maintenance and repairs; helps with tracking and documenting calibration of radiation inspection equipment. Obtains proper approvals after verifying that available vendor will accept state purchasing card. Prepares p-card requisitions for office supplies, state vehicle maintenance and repairs, and obtains approval for payment. Processes receipts for payment and reconciliation.
• Receives, sorts, and distributes incoming mail; processes outgoing mail; prepares correspondence, forms, reports; orders supplies and materials to assure no shortages occur. Provides environmental specialists with quarterly personal monitoring devices to assure no radiation over-exposure occurs; exchanges environmental specialists’ badges and the control badges quarterly and mails used badges for reading of exposures. Similarly provides environmental specialists with annual "escort" badges. Distributes quarterly and annual exposure reports and maintains file copies for the environmental specialists.
• Prepares travel request routine and non-routine travel and tracks to ensure staff have authorization before traveling; prepares travel reimbursements, including travel documents for reimbursement by the U. S. Nuclear Regulatory Commission.
• Performs other related duties as 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: Mid Level
• Education Level: High school or GED