OPS ADMINISTRATIVE ASSISTANT II

OPS Administrative Assistant II - 64800998

This is a part-time OPS Administrative Assistant II position located in Tallahassee, Florida. The Administrative Assistant II position reports to the Public Health Services Manager F-SES. This is a highly responsible professional position within the Division of Children's Medical Services, Bureau of Child Protection and Special Technologies, Child Protection Unit.

Your Specific Responsibilities:

• Draft letters and other correspondence.
• Create spreadsheets, documents, forms, and reports.
• Monitor, track, and manage routing of various documents and assignments.
• Review data and provide reports and updates as needed.
• Copy, file, scan, and maintain office documentation and maintain office equipment.
• Provide technical assistance to staff within the Bureau of Child Protection and Special Technologies and contracted providers.
• Answer phone calls.
• Distribute incoming and outgoing mail.
• Assist in arranging, scheduling, and coordinating meetings.
• Attend meetings, trainings, workshops, conferences, or seminars related to assigned areas of responsibility as recommended.
• Prepare agendas and meeting minutes.
• Prepare and process purchase requisitions.
• Purchase office supplies and program materials.
• Assist with contract action development and preparation including document proofreading.
• Establishing and tracking documentation routing, reviewing documentation for completion, and scanning and filing documentation into contract file folders.
• Track invoices received and processed in internal tracking logs and Florida Accountability Contract Tracking System (FACTS).
• Assist with conducting quality assurance contract file and monitoring reviews.
• Responsible for daily administrative duties.
• Other duties include: Assist with processing contract provider applications and staffing change requests.
• Ensure required contract providers are properly background and drug screened in accordance with department policy.
• Schedule Level II Background and Drug Screening appointments.
• Create FLHealthHR Desk tickets in the DOH data system to onboard contract providers.
• Collaborate with the Special Technology Unit to permit system access for screened and approved contract providers.
• Monitor contract providers Level II Background Screening dates monthly to ensure that the five-year department policy requirement is met.
• Review and maintain contract provider applications and credentials to ensure compliance with Florida law.
• Create and provide monthly provider eligibility and Florida Certification Board reports as requested.
• Make travel arrangements and process travel for staff.
• Ensure receipts related to purchase card purchases for travel are collected, scanned, processed, and approved within required deadlines.
• Maintain and monitor travel and fiscal internal operating procedures to ensure compliance with departmental policies and procedures.
• Assist in processing, monitoring, and tracking public record requests.
• Serve as a back-up to Administrative Assistant III position.
• Assist with staff recognition, Division and Bureau activities, and performs other special projects as requested.
• Performs other related job duties as needed.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.
• Strong grammar and proof reading skills are essential for this position.
• Knowledge of office procedures and practices.
• Knowledge of principles and techniques of effective communication.
• Attention to detail.
• Ability to effectively manage time.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to prioritize and assignments work independently.
• Ability to plan, organize, coordinate work assignments and coordinate multi-level meetings.
• Ability to process and approve payments on a financial database.
• Able to monitor legislative bills.
• Ability to make travel arrangements and process travel reimbursements.
• Proficient computer skills to include MS Word, Outlook, Excel and PowerPoint.
• Ability to access, collect, analyze information from data systems and other programs.
• Skills in maintaining effective relationships with other staff, providers, consumers, and agencies.
• Ability to maintain strict confidentiality.

Qualifications:

• Minimum: High School Diploma.
• One (1) year Administrative Office or Clerical Experience.
• Preferred: One (1) year Human Resource Experience.
• Two (2) years of Experience working with Microsoft Office Suite.

Where You Will Work: 2020 Capital Circle SE Tallahassee, Florida, 32399