ADMINISTRATIVE ASSISTANT I

Administrative Assistant I - 60003793

This is work providing highly responsible administrative support in the Office of Child and Family Well-Being (OCFW). This position may have direct access to agency managerial employees and information of a confidential nature which has been determined to relate to either employer/employee relations, collective bargaining and/or other personnel issues or budget development.

Duties include, but are not limited to:

• Lead point of contact for tracking and assigning documents within the Document Production System (DPS) and ensuring the office meets each deadline.
• Handling information requests from internal and external stakeholders.
• Providing support services by implementing administrative systems, policies, procedures, and monitoring administrative projects.
• Setting up and coordinating meetings and conferences.
• Making travel arrangements for the Director and office staff when requested.
• Processing a variety of correspondence, researching subject matter, and preparing replies.
• Assisting with preparation of reports, publications, and other materials.
• Resolving administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Ensuring operation of equipment by completing preventive maintenance requirements.
• Providing information by answering questions and requests to supervisors and fellow workers.
• Maintaining supply inventory by checking stock to determine inventory level.
• Assisting with purchasing and/or leasing materials, supplies, and equipment.
• Acting as an approver/reconciler for P-Card charges and providing the appropriate paperwork for payments.
• Reviewing, tracking, and distributing incoming correspondence.
• Providing guidance and assistance to staff in the completion of administrative assignments.
• Attending Human Resource meetings and keeping abreast of all changes in procedures.
• Working with assigned team with personnel requests.
• Completing other duties, as assigned.

Work Experience Requirements:

• Knowledge of good customer services principles and techniques for handling telephone calls in a professional, courteous, and efficient manner.
• Knowledge of office procedures.
• Knowledge of standard business formats and styles for letters and forms.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to professionally interact with both internal and external customers in a tactful, courteous, and effective manner.
• Ability to communicate effectively orally and in writing.
• Ability to record, collect, evaluate, and analyze data.
• Ability to work independently by planning, organizing, and coordinating work assignments.
• Ability to be self-directed, self-motivating, and show initiative.
• Ability to exercise independent judgment.
• Ability to conduct research.
• Ability to be attentive to detail.
• Skill in writing, preparing, reviewing and editing procedures, reports, documents and forms.
• Skill in organizing and record keeping.
• Skill in computers, spreadsheet and word processing.

Educational Requirements: High school diploma is required.

Software Proficiency: Knowledge and understanding of Microsoft Office Suite 2010 or greater. Knowledge and understanding of Microsoft Outlook.

Location: Blountstown, FL, US, 32424 Crawfordville, FL, US, 32327 Midway, FL, US, 32343 Monticello, FL, US, 32344 Quincy, FL, US, 32351 Quincy, FL, US, 32353 Tallahassee, FL, US, 32301 Tallahassee, FL, US, 32302 Tallahassee, FL, US, 32303 Tallahassee, FL, US, 32304 Tallahassee, FL, US, 32305 Tallahassee, FL, US, 32307 Tallahassee, FL, US, 32308 Tallahassee, FL, US, 32309 Tallahassee, FL, US, 32310 Tallahassee, FL, US, 32311 Tallahassee, FL, US, 32312 Tallahassee, FL, US, 32316 Tallahassee, FL, US, 32317 Tallahassee, FL, US, 32399