ADMINISTRATIVE ASSISTANT I OPS

Administrative Assistant I Ops - 60930001

The incumbent will act as the HR liaison, facilitating, communicating, and submitting documents/requests to HR, including new hire packets, Personnel Action Requests, position descriptions, Classification Request Forms, and related documentation. This position provides highly responsible administrative support for the Office of Child and Family Well-Being. The incumbent may have direct access to agency managerial employees and confidential information related to employer/employee relations, collective bargaining, personnel issues, and budget development, preparation, or impact as defined in Section 447.203(4) & (5), F.S. Duties include, but are not limited to, conducting research, preparing reports, handling information requests, assisting with program and project management, assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and maintaining calendars for managers or departments. Incumbents may also train and supervise lower-level clerical staff. The position provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Responsibilities include coordinating meetings, conferences, and travel arrangements, including making travel arrangements for the Director and staff when requested, tracking travel information, and preparing travel reimbursement paperwork in accordance with department rules. The role also includes preparing reimbursements for external travelers for summits and conferences as needed. The incumbent processes correspondence by investigating subject matter, drafting responses, reviewing, assigning, and tracking correspondence assignments, and preparing reports, publications, spreadsheets, presentations, and other materials. Administrative problem-solving is performed by coordinating reports, analyzing data, identifying solutions, and tracking deadlines, milestones, deliverables, and action items. The position provides information by responding to questions and requests from supervisors, employees, and stakeholders. It also coordinates internal communications between departments and communicates with team members, vendors, and stakeholders as needed. The incumbent maintains office and project systems by organizing and maintaining filing systems (digital and paper), updating records, spreadsheets, tracking systems, and project software, and ensuring accurate documentation and recordkeeping. Office support duties include answering and directing phone calls, emails, and correspondence; scheduling appointments, meetings, and conference calls; ordering office supplies; maintaining inventory by checking stock levels, anticipating needs, placing and expediting orders, and verifying receipt of supplies. The role also supports onboarding and HR documentation, assists with travel arrangements and expense reports, ensures confidentiality of company and employee information, and follows up on pending or incomplete tasks. Additional responsibilities include attending meetings and recording minutes, assisting with project tracking and coordination, monitoring project progress, budgets, materials, and resource usage, assisting project managers with scheduling and logistics, supporting problem-solving and issue resolution, ensuring compliance with company procedures and standards, and assisting with quality control and site inspections when needed.