ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 64056444

This position is responsible for providing administrative support and assistance to the Early Steps Program and reports to the Public Health Services Manager F-SES/Early Steps Program Administrator in the Division of Children's Medical Services, Early Steps Unit. The incumbent in this position must be able to work independently, must have the ability to organize and prioritize workload, be capable of ensuring continuity of work in the absence of supervision, and demonstrate sound judgement and initiative in the performance of these duties. The following duties and responsibilities are assigned to this position:

• Prepares timely travel authorization requests and reimbursements for staff and council members according to established procedures.
• Coordination of conference registrations and reservations, as needed.
• Assists and participates with staff in planning workshops, meetings, conferences, and monitoring visits.
• Maintains and orders supplies/materials needed for the Bureau of Early Steps and Newborn Screening staff.
• Completes timely purchases, purchase orders, and invoices in line with purchasing guidelines, as needed.
• Processes, submits, and tracks MFMP/AOD, statements of work, and invoice requests.
• Clears purchase card purchases timely in the Works system.
• Manages FedEx, Language Line, and SunPass accounts.
• Answers phones, assist callers, tracks informal complaints, and provides quality customer service.
• Ensures program compliance with departmental policies and procedures.
• Distributes assignments on behalf of the Program Administrator and coordinates tracking of assignments to ensure timeliness.
• Coordinates, reviews, and edits outgoing correspondence, presentations, materials, etc. to ensure compliance with Department Brand Standards prior to routing.
• Program Workflow coordinator, tracks correspondence input into WorkFlow for the Program.
• Collaborate with the other Administrative Assistants within the Division by attending all scheduled meetings, supporting colleagues, and performing back-up assistance as needed to ensure coverage within the Bureau and Division.
• Distributes or processes incoming mail daily.
• Prepares and ensures Bureau correspondence (and other information) is mailed, scanned, or faxed in a timely and efficient manner.
• Performs other work-related duties as assigned.

Required Knowledge, Skills, and Abilities:

• Ability to provide quality customer service.
• Ability to establish effective working relationships.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to communicate effectively verbally and in writing.
• Ability to review documents, edit and apply brand standards.
• Ability to utilize a computer for work assignments.
• Ability to utilize Microsoft Suite and associated programmatic databases.
• Teamwork skills necessary to work within the Bureau.
• Problem solving skills, solution focused.
• Organized with attention to detail and timeliness of work.
• Ability to travel.

Qualifications:

• Minimum - Currently employed by a Florida agency in the State Personnel System
• The candidate must have a minimum of one (1) year of administrative assistance experience.
• Preferred – Highschool Diploma or GED at minimum.
• 1 year of professional customer service experience.
• 1 year of professional experience receiving calls and handling phone lines.
• 1 year of professional experience working with the Microsoft Office Suite.
• Experience working with any customer service field.
• Valid driver's license.

Where You Will Work: 2020 Capital Circle SE, Tallahassee, FL, 32301 with 10% travel