Administrative Assistant I - 60044826

Requisition No: 829629

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60044826

Pay Plan: Career Service

Position Number: 60044826

Salary: $1,260.00 - $2,126.83 Bi-Weekly

Posting Closing Date: 05/23/2024

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ADMINISTRATIVE ASSISTANT I

Location: Hillsborough County. Applicants interested in working in counties/cities other than Hillsborough County will need to apply for positions advertised for those specific areas on the People First System.

This is an Internal Agency Opportunity for qualified candidates currently employed with the Department of Children and Families. Teleworking is not an option. We encourage all interested individuals to apply. Some travel may be required.

The bi-weekly salary range for this position is $1,260.00 - $2,126.83.

JOB DESCRIPTION:

We are looking for an organized professional individual who can multi-task and demonstrates excellent computer and people skills. This position will be located in Tampa and will work closely with the Leadership team, Program Office and Operational staff, and other administrative support staff for the Economic Self Sufficiency program.

EXAMPLES OF WORK PERFORMED:

• Responsible for operating a personal computer and other office equipment.

• Greet customers and cover front desk area including walk ins and phone calls.

• Conduct Hiring activities including preparing hiring materials and submitting to HR Shared Services.

• Complete assignments to support ESS Program Office units and staff including DMRTs, ESS Preservice Training materials, etc.

• Maintain required mailing and contact lists.

• Plan workflow and time utilization to maintain high level of productivity and to complete work on schedule.

• Maintain all files and records of office correspondence, documents, reports, and other materials.

• Assist with Random Moment Sampling, tracking correspondences, maintaining logs, creating charts and graphs.

• Perform a variety of complex office administrative support functions requiring independent judgment, research, and collection of information/data.

• Handle and maintain the confidentiality of sensitive information.

• Initiates special projects.

• Provide guidance to the administration to ensure deadlines are met and or targets are achieved.

• Provide direction and guidance to all administrative support located in each Administrative Unit within the Region.

• Prepare correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination.

• Prepare and submit travel requests and reimbursements.

• Prepare and submit required security forms to obtain systems access for staff within the administration as directed.

• Coordinate teleworking and network installations for the administration.

• Assist in coordinating with General Services, Information Technology, and or vendors as outlined in the Children and Families Operating Procedure (CFPO) 70-14.

• Track and manage equipment contracts, completes change orders, and maintains meter readings, and maintains inventory of equipment and supplies.

• Prepare and process purchase requisitions and invoices through Florida Accounting Information Resource (FLAIR) and My Florida Market Place (MFMP).

• Assist with the safety coordination and emergency operations planning according to the Emergency Operations Plan.

• Prepare and process human resource actions as directed by the Operations and Program Manager and the Program Management Director in accordance with the State Personnel Rules and Department policies and operating procedures.

• Provide documents and other related material as it pertains to all human resource actions.

• Assist with the hiring process by advertising position vacancies and assembling the hiring packets.

• Assist with and track the scheduled performance evaluations within the Administration Unit and serves as a human resource liaison.

• Maintain employee working files for the Administration Unit.

• Develop and maintain tracking systems to ensure completion of assignments.

• Compile information and prepare reports for the Operations and Program Manager and the Program Management Director's review.

• Handle customer complaints and Department referrals/trackers; routes and or assigns to appropriate area for proper assistance, tracks, and follows up to ensure resolution.

• Keep management fully informed of activities, pertinent issues, upcoming events, and potential problems; notifies Client Relations Coordinator when appropriate.

• Participate in required training, meetings and conferences, and other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of administrative and office principles and practices.

• Knowleedge of the methods of data collection.

• Knowledge of standard business formats and styles for letters and business forms.

• Knowledge of the principles and techniques of effective communication, both verbally and in writing.

• Knowledge of Microsoft Office Word, Excel, and Power Point, and Adobe.

• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.

• Ability to accurately prepare correspondence and administrative reports.

• Ability to understand and apply applicable rules, regulations, policies and procedures.

• Ability to utilize problem-solving techniques.

• Ability to work independently and to plan organize, and coordinate work assignments.

• Ability to organize and maintain filling and tracking systems.

• Ability to communicate effectively.

• Ability to establish and maintain effective working relationships with others.

• Ability to use correct spelling, punctuation, and grammar.

• Ability to operate general office equipment.

• Ability to handle telephone calls in a courteous and effective manner.

MINIMUM REQUIREMENTS:

• Three years of secretarial, clerical, or administrative support work experience. College education from an accredited institution or vocational/technical training can substitute at the rate of 30 semester, 45 quarter or 720 classroom hours for each year of the required experience.

• A high school diploma or its equivalent can substitute for one year of the required work experience.

• Must be able to lift 25 pounds or more.

• Telephone Etiquette.

• Knowledge of Microsoft Office Word, Excel, and Power Point, and familiar with Adobe.

PREFERRED QUALIFICATIONS:

• Applicants having skill in the use of personal computers and MS Office Suite are highly desired.

• Duties require strong attention to detail, and the ability to follow-up and meet deadlines.

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. Certain service members may be eligible to receive waivers for postsecondary educational requirements. 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.