OPS ADMINISTRATIVE ASSISTANT I - 31902075

OPS Administrative Assistant I - 31902075

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies. FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state's efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds.

Position Overview and Responsibilities: This position serves as an OPS Administrative Assistant in the Office of Human Resources (OHR) and is responsible for providing administrative support to multiple OHR program areas including Time and Attendance, Recruitment, Benefits, Public Records, and the Internship Program. Duties include, but are not limited to:

• Administrative Duties: Scanning, copying, data entry, spreadsheet maintenance, drafting, editing, preparation, and completion of work products.
• Records/Data Management: Maintaining various filing systems, including active and inactive personnel files, and payroll files. Making changes in the present system as necessary or required by law.
• Public Records and Employment Verification Requests: Process and redact when required Employment Verification Files and Public Record requests in accordance with 119 F.S.
• Internship Program: Assist with the application process, selection, and onboarding of interns.
• Special Projects: Assist as needed with special projects for OHR and other areas of FDEM as well as outside agencies.
• Timekeeping, Recruitment, Classifications, and Benefits: Assist with the aforementioned areas as needed or requested. Perform other duties as assigned.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including nights, weekends, and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee's position description. Employees must be able to deploy to emergency sites with limited advance notice.

Knowledge, Skills, and Abilities: Ability to communicate effectively, both orally, and in writing Ability to compose, review, and edit correspondence for grammatical and formatting corrections. Excellent verbal and written communication skills Excellent organizational skills. Excellent customer service skills with the ability to communicate with all levels of staff and outside agencies. Ability to handle multiple tasks and priorities sometimes with short notice and time limited deadlines and follow through on projects to completion. Ability to perform research and prepare reports. Experience using Microsoft Office Suite (Excel, Word, Outlook), and the ability to learn and navigate FDEM enterprise business systems.

Minimum Qualifications: Minimum of two years of experience in an administrative capacity in a professional office setting, preferably in human resources. Experience using Microsoft Office Suite (Excel, Word, Outlook), and the ability to learn and navigate FDEM enterprise business systems.

Location: Tallahassee, FL, US, 32399