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Administrative Coordinator I

2 months ago

Hollywood, Florida, United States State of Florida Full time

Position Overview:

This role involves providing essential administrative support within a workforce career center. As a vital part of the team, you will assist management and staff with various administrative tasks, ensuring smooth operations and effective communication.

Key Responsibilities:

  • Assist in managing projects by preparing reports that aid supervisors and partners in operational evaluations and decision-making.
  • Compile data and draft reports or responses for supervisory approval.
  • Handle routine correspondence and prepare necessary replies.
  • Utilize various software applications to create reports and documentation.
  • Process incoming electronic communications and direct them to the appropriate personnel.
  • Screen and assign incoming mail to relevant associates and partners.
  • Perform essential office functions, including maintaining files and coordinating service agreements for office equipment.
  • May serve as the administrator for the telephone system.
  • Coordinate staff travel to ensure adherence to established protocols and prepare expense reimbursement requests.
  • Verify the accuracy of monthly time sheets and enter data into the state system promptly.
  • Act as the designated Purchasing Card Approver for agency-issued purchasing cards.
  • Access and validate expenditures through the automated purchasing card system.
  • Complete special assignments requiring independent work as directed by management.
  • Perform additional related duties as necessary.

Required Skills and Qualifications:

  • Ability to effectively promote and market the Career Center.
  • Strong communication skills, both verbal and written, with the ability to convey information clearly in individual and group settings.
  • Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.
  • Understanding of applicable rules, regulations, policies, and procedures.
  • Ability to work collaboratively as part of a team and build effective working relationships.
  • Proficient problem-solving skills.
  • Ability to interact with the public in a courteous and effective manner.
  • Strong listening skills.
  • Ability to independently plan, organize, and coordinate work assignments.
  • Competence in preparing reports, including data recording, evaluation, and analysis.

Qualifications:

As a condition of employment, a Level 2 security background screening is required, which includes fingerprinting and a review of law enforcement records.

Minimum Requirements:

  • Proficiency in Microsoft applications, including Word, PowerPoint, and Excel.
  • Ability to travel locally and provide personal transportation.

Preferred Qualifications:

  • A degree from an accredited institution in Business, Human Services, Education, or a related field.
  • Relevant professional experience.
  • Ability to utilize databases and the Internet for research and data acquisition.
  • Registered in EmployFlorida.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.