ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II - SES - 60009491 This is a highly responsible and professional position that will serve as the Administrative Assistant II SES for the Deputy Assistant Secretary SAMH of Operations. The ideal candidate will be a collaborative team player who works seamlessly across all sections within the program office. This role requires the use of independent judgment, a proactive approach to responsibilities, and exceptional attention to detail. If you are driven, organized, and thrive in a fast-paced environment, we encourage you to apply. Specific duties and responsibilities include: Serves as administrative assistant to the Deputy Assistant Secretary. Provide complex and proactive calendar management and time planning support to the Deputy Assistant Secretary. Coordinate extensive travel and manage the authorization and reimbursement process. Assist in orchestrating and supporting events, meetings, workshops, and conferences. Prepares correspondence, memoranda, presentations, announcements, and other documents for and on behalf of Leadership. Provides assistance and backup support to the Personal Secretary when needed or directed. This may include, but is not limited to, assisting with procurement, personnel, planning meetings and events, setting up rooms for meetings, etc. Provides executive support to the Assistant Secretary in the absence of the Personal Secretary. Represents an administrative supervisor in contacts with public officials, other governmental agencies and the public; carries out assignments given by agency head; and acts for the director during absences. Makes independent decisions on significant matters requiring comprehensive knowledge of SAMH programs and activities. Coordinates and maintains effective office procedures and efficient workflows in the Program Office in order to help improve management capabilities and operational procedures. Operates and maintains office equipment including calculator, copier, and personal computer. Receives and screens all incoming calls and visitors and routes, as necessary, to the appropriate staff person; documents all visits and takes messages. Assembles, coordinates, distributes, and tracks priority assignments, in accordance with the approved Program Office process. The incumbent prepares delegation memos, scheduling meetings, etc. in a timely manner and in accordance with Department policy or supervisor instructions. Make travel arrangements, hotel accommodations, etc. Prepares and processes travel reimbursement vouchers. Coordinating MyFlorida Market Place purchases and approvals for the program office in collaboration with other administrative personnel in the program office. Performs other duties as assigned. Knowledge, skills and abilities required for the position: Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Knowledge of the methods of data collection. Knowledge of the principles and techniques of effective communication. Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing. Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to utilize problem-solving techniques. Ability to work independently. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Ability to collect and analyze data relating to accounting, budget, personnel and human resource management, or purchasing. Ability to handle confidential information. Ability to be proactive, work independently and meet deadlines. Ability to act on emerging issues or shifting priorities. Ability to exercise independent judgement and decision making. Ability to prepare correspondence and reports. Ability to plan, organize and coordinate multiple work assignments at the same time. Minimum qualifications: A high school diploma or equivalent and four years' experience providing highly responsible administrative support to a deputy director, director, or higher position. Three years of experience scheduling meetings, coordinating events and travel, preparing highly complex correspondence, reports, and other documents, and knowledge and experience reviewing or preparing personnel actions or related documents. Two years of experience writing formal business communications, including emails. Preference will be given to applicants who have: Experience providing support to a Deputy Assistant Secretary, Assistant Secretary, or equivalent executive positions, as well as experience coordinating or managing projects. Experience preparing travel arrangements and reimbursements in a professional setting. Experience with purchasing through MyFloridaMarketPlace (MFMP) following State of Florida purchasing rules and guidelines. Experience in the State of Florida WORKS program and using a state issued P-Card. Candidate profile (application) must be completed in its entirety: Include the supervisor names and phone numbers for all periods of employment. Account for and explain gaps in employment so that the hiring process is not delayed. Experience, education, training, knowledge, skills and/or abilities, as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. It is unacceptable to use the statement "See Resume" in place of responding to qualifying questions and entering work history. If you experience problems applying online, please call the People First Service Center at (877) 562-7287. Benefits of working for the State of Florida: Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits. For a more complete list of benefits, visit www.mybenefits.myflorida.com.