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Administrative Support Specialist

2 months ago

Delray Beach, Florida, United States State of Florida Full time

Position Overview

The role involves providing essential clerical assistance by executing routine administrative tasks through various computer systems. Responsibilities include drafting communications, preparing documentation, managing information requests, assisting clients, date stamping incoming correspondence, scheduling appointments, organizing meetings, and taking minutes. Additional duties may encompass fiscal responsibilities such as ordering supplies, maintaining inventory, processing payments, and managing records and electronic files. The position also entails greeting visitors and offering information as needed.

Key Responsibilities

  1. Manage appointment scheduling and travel arrangements for supervisory staff.
  2. Handle incoming calls, accurately record messages, and provide assistance to staff and visitors.
  3. Maintain an accurate inventory of office supplies and ensure all equipment is functioning properly.
  4. Process and review incoming mail and correspondence, preparing responses as necessary.
  5. Draft and proofread various documents, ensuring accuracy and professionalism.
  6. Participate in departmental meetings and training sessions, completing required training hours annually.
  7. Operate standard office equipment, providing customer service to both internal and external clients.

Qualifications

Applicants should possess a high school diploma or equivalent, with knowledge of departmental policies and basic computer skills. Strong written and verbal communication abilities are essential, along with effective time management and organizational skills. Familiarity with standard business formats and telephone etiquette is required.

Preferred Experience

Two years of experience in a clerical or administrative role is preferred. Educational qualifications from an accredited institution may substitute for experience. Proficiency in Microsoft Office applications is advantageous.

Additional Information

All candidates will undergo background checks and pre-employment screenings as part of the hiring process. The State of Florida is committed to providing equal employment opportunities and maintaining a drug-free workplace.