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Administrative Executive Assistant
2 months ago
Overview: The State Personnel System is an E-Verify employer. This position involves high-level administrative support for the leader of a legislative unit or office.
Key Responsibilities:
- Manage the appointment calendar, prepare travel itineraries, and organize meetings and conferences; inform participants of agenda items and provide necessary background information.
- Process, screen, and distribute incoming correspondence; draft responses to routine inquiries for approval.
- Type various documents including correspondence, memos, reports, and other administrative forms. May take dictation for confidential documents.
- Act as the office receptionist; welcome and direct visitors, and manage incoming calls.
- Assist in the preparation of special reports and interpret relevant rules, regulations, and policies to resolve issues.
- Conduct research assignments and compile data for administrative decisions.
- Maintain organized files of office correspondence, research materials, and other pertinent information.
- Coordinate travel arrangements for staff and prepare travel reimbursement forms.
- Ensure adequate office supplies are available for staff use.
- Prepare local purchase orders and requisitions.
- May oversee and train other secretarial and clerical staff in their duties.
- Perform additional related tasks as required.
Knowledge, Skills, and Abilities:
- Proficient in basic secretarial and office management practices.
- Familiarity with the legislative process.
- Understanding of filing systems and personal computer applications.
- Strong typing and word processing skills.
- Ability to draft routine correspondence independently.
- Capable of managing minor administrative tasks and general office responsibilities.
- Effective organizational skills for files and records.
- Proficient in operating standard office equipment.
- Detail-oriented with a focus on accuracy and quality.
- Strong verbal and written communication skills with excellent interpersonal abilities.
- Ability to handle sensitive information confidentially.
- Competent in spelling, punctuation, and grammar.
- Able to prioritize work and follow instructions effectively.
- Collaborative team player contributing to the internal efficiency of the office.
- Experience in training and supervising staff.
Minimum Qualifications: A high school diploma or equivalent and two years of secretarial or clerical experience. A Certified Professional Secretary (CPS) Certificate may substitute for the required experience. College education may substitute at a rate of 30 semester or 45 quarter hours for each year of required experience. Vocational training in secretarial science or office/business studies may substitute at a rate of 720 classroom hours for each year of required experience.
Special Requirements: Ability to type at a minimum of 50 correct words per minute and proficiently use word processing software. Dictation skills are optional based on supervisor requirements.
Compensation: Salary is commensurate with experience, with an anticipated range of $33,000 to $45,000. A competitive benefits package is offered.
Equal Opportunity Employer: The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Candidates requiring reasonable accommodations under the Americans with Disabilities Act must notify the hiring authority in advance to allow sufficient time for accommodations.
The State of Florida supports a Drug-Free workplace, and all employees are subject to reasonable suspicion drug testing in accordance with applicable laws.