Part Time Administrative Position

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