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ADMINISTRATIVE ASSISTANT I - 60019113 1

Date: Apr 8, 2021

Location: MIAMI, FL, US, 33128

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 349481 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60019113 1

Position Number: 60019113 

Salary:  $25,479.22 

Posting Closing Date: 04/16/2021 

Requisition No: 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 

Position Number: 

Salary:  $25,479.22

Posting Closing Date:  04/16/2021

 

Internal Advertisement Only

 

Experience Preferred

 

Duties and Responsibilities

This is independent work assisting management in providing analysis and research on a variety of administrative matters. Responsible for typing all correspondence, memorandums, reports, records and other related work from rough drafts, notes and oral instructions. (examples-)(meeting minutes, HR Forms, Acquisition forms) Reviews typed materials for accuracy, completeness, adequacy and for compliance with established standards and policies. Complies routine case correspondence as required and assists in tracking required documents for timely submission. Prepares and tracks personnel and payroll actions; serves as a liaison between Human Resources and People First. Provides technical assistance and consultation to staff on matters relating to hiring. Meets the public as receptionist, in person and on the telephone.  Maintains a current working knowledge of the Department of Children and Families and community resources in order to screen and route clients, and answer questions or complaints. Copies all correspondence (informational, assignment, etc.) from regional manager or designated staff within eight working hours.  Hand carries urgent and faxed documents PA. Monitors supplies and maintains advanced ordering to ensure a constant supply of forms, documents, materials and supplies. Position requires self-direction. Employee must be well organized; uses time effectively; acts independently. Employee must be self-motivated, able to manage change and capable to adapt to necessary changes in operations. Position requires employee to effectively serve as administrative support to supervisors and staff as indicated by managing phone calls professionally, courteously and promptly, make arrangements for meetings/events and coordinates with other parties as required, prepare (create, edit, print, package) all types of written communication materials as requested, and track of projects on spreadsheets and calendars. Position requires employee to be responsible for document and records management by effectively organizing and maintaining office records / files as indicated by: Management organization of files, documents, records, via filing and or scanning etc. and timely, accurately preparing files, documents, and records. Employee is responsible for assisting the hiring manager and applicant with new hire communications and all required paperwork and timely and accurately completing personnel actions to include submission of Numara ticket if applicable. Position requires employee to purchase, prepare and submit purchasing requisitions and maintain office inventory and supplies. Employee is expected to process travel reimbursements within established time frames. Employee is expected to effectively coordinate intra and inter-office communications and communications as indicated by their ability to relay information, professionally, courteously and promptly. This position is also responsible for disseminating information appropriately; includes mail correspondence and updating and/or maintaining of bulletin boards as assigned.

 

 

 

Knowledge and Skills

Knowledge, skills and abilities, including utilization of equipment, required for the position. Knowledge of office procedures and practices. Knowledge of the principles and techniques of effective communication. Knowledge of the methods of data collection. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to communicate with the public in a tactful and courteous manner. Ability to perform basic arithmetical calculations. Ability to work independently. Ability to utilize problem-solving techniques. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Demonstrates professionalism through work habits and attitude toward customers, teammates and leadership. Effectively demonstrates professionalism as indicated by exhibiting human relations skills. Demonstrates professional competency and works well with others; communicates clearly and listens effectively; keeps others informed; deals effectively with conflict. Employee must have excellent administrative skills and is responsible for scheduling leave requests in advance and ensures work assignments are covered. Employee must be able to ensure timesheets are submitted accurately by required timeframes.

 

 

Performance Expectations

Job Specific

1.1 OFFICE COORDINATION AND COMMUNICATION

Effectively coordinates intra- and interoffice communications and collaborations as indicated by:       
1:  Relaying Information, professionally, courteously, and promptly
 2:  Disseminating information appropriately; includes mail correspondence and updating and/or maintaining of bulletin boards as assigned.

 

1.2 Demonstrates professionalism through work habits and attitude toward customers, teammates and leadership

Effectively demonstrates professionalism as indicated by: 
1:  Human Relations Skills: Demonstrates professional competency and works well with others; communicates clearly and listens effectively; keeps others informed; deals effectively with conflict.
 2: Administrative Skills:  schedules leave requests in advance and ensures work assignments are covered; Timesheets are submitted accurately  by required timeframes.
 3:   Self-Direction: Is well organized; uses time effectively; acts independently.
 4:  Self Motivation – Motivated to succeed; extends personal resources; builds on strengths and works on deficiencies.  
                                                                                                                                                                  5:  Managing Change – Initiates change effectively and adapts to necessary changes in operations.

 

1.3 ADMINISTRATIVE SUPPORT

 Effectively serves as administrative support to supervisors and staff as indicated by: 
1:  Managing phone calls professionally, courteously, and promptly 
2:  Maintaining inventory of office supplies and equipment
3:  Making arrangements for meetings/events and coordinates with other parties as required 
4:  Preparing (create, edit, print, package) all types of written communication materials as requested
5:  Tracking of projects on spreadsheets and calendars

 

1.4 DOCUMENT & RECORDS MANAGEMENT

Effectively organizes and maintains office records / files as indicated by:
1: Management organization of files, documents, records, via filing and or scanning etc.
2: Timely, accurately prepares files, documents, records, etc.

 

1.5 Human Resources SUPPORT

Effectively supports HR liaison as indicated by: Indicator
1:  Assist the hiring manager and applicant with new hire communications and all required paperwork Indicator
2: Timely and accurate completion of personnel actions to include submission of Numara ticket if applicable.

 

1.6 OFFICE COORDINATION AND COMMUNICATION

Effectively coordinates intra- and interoffice communications and collaborations as indicated by:       
1:  Relaying Information, professionally, courteously, and promptly
2:  Disseminating information appropriately; includes mail correspondence and updating and/or maintaining of bulletin boards as assigned.

1.7 PURCHASING

1:  Prepares and submits Purchasing Requisitions Indicator
2:  Maintains office Inventory of Supplies

 

1.8 TRAVEL

Effectively processes travel as indicated by: Indicator
1:  Approves purchasing card transactions in FLAIR as required
2:  Prepares and submits travel reimbursements to ASSC within established timeframes after receiving all needed documents from traveler

 

 

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

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement. 


Nearest Major Market: Miami