Administrative Assistant II Position

15 hours ago

Tallahassee, Florida, United States State of Florida Full time
Job Summary

The State of Florida is seeking an experienced Administrative Assistant II to join our team in the Division of Environmental Assessment and Restoration. As a key member of our team, you will provide intermediate-level administrative support, serving as the division records manager and assisting the Division Property Custodian.

Key Responsibilities
  • Organize and maintain the division's filing system, ensuring accuracy and compliance with standard operating procedures.
  • Assist staff and the public in retrieving and researching files, and coordinate the SOP with applicable records retention schedules.
  • Provide support to the Property Custodian, including completing forms and assisting with the division's annual physical inventory.
  • Serve as the main contact with Verizon and the Division of Administrative Services for mobile device ordering and tracking.
  • Assist with correspondence, including proofreading and correcting grammar, spelling, and punctuation as necessary.
  • Obtain and use a State Purchasing Card, clearing charges in WORKS, creating purchase orders through MyFloridaMarketPlace/Ariba on Demand, and processing invoices.
  • Receive and route telephone calls, answering and routing phone calls for the division's main phone line, and providing technical assistance to the public.
Requirements
  • Knowledge of office procedures and practices.
  • Knowledge of standard business formats and styles for letters and business forms.
  • Knowledge of general accounting and budgeting principles and arithmetic.
  • Skilled in using computers and software for word processing, data bases, and spreadsheets.
  • Ability to organize and maintain files and other records.
  • Ability to prepare correspondence and reports.
  • Ability to handle telephone calls in a courteous and effective manner.
  • Ability to follow written/verbal instructions, especially when dealing with the public.
  • Ability to review data for accuracy and completeness.
  • Ability to plan, organize, and coordinate work assignments.
  • Ability to establish and maintain effective working relationships with others.
  • Ability to communicate clearly, orally and in writing.
  • Knowledge of the Florida Purchasing Card Program.
  • Knowledge of My Florida Market Place.
  • Ability to maintain confidentiality.
  • Ability and skilled at multitasking.
  • Skilled in the use of Microsoft Office Suite software.
Preferred Qualifications
  • Two years providing administrative support for a manager.
  • Experience with organizing files and records or tracking inventory.
Position of Special Trust Requirement

This position is designated as a Position of Special Trust in accordance with DEP-422 (Positions of Special Trust or Responsibility). Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.

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