Administrative Assistant II

JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT OCCUPATION: EXEC SECRETARIES & EXEC ADMIN ASSISTANTS Open Competitive Agency DESCRIPTION: This is a crucial position providing support and assistance to the Operations and Administration teams at the STD/HIV Prevention and Control Program. EXAMPLES OF WORK: Coordinates and directs office services, such as records and budget preparation, contact management and personnel, Coordinates community meetings and /or conferences and travel and related duties to aid the HIV/AIDS Program Coordinator. Represents HAPC at meetings and on assigned conference calls. Reviews, prepares and manages the HAPC agenda for daily activities including composing and typing memos, correspondence and reports as well as attend meetings to record minutes. Reviews, assigns, prepare and tracks correspondence for the HAPC including filing and follow up on pending issues. Reads and responds to correspondence. Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software. File and retrieve corporate documents, records, and reports. Conduct research, compile data, and prepare documents, reports and other materials for consideration and presentation by HIV/AIDS Program Manager and the Director of STD/HIV Prevention and Control Program. Answer phone calls and direct calls to appropriate parties or take messages and provide general information about the program. Greet visitors and determine whether they should be given access to specific individuals. Perform general office duties, such as maintaining records management database systems, and performing basic bookkeeping work. Read and analyze incoming memos, submissions and reports to deteremine their significance and plan their distribution. Analyzes operating practices and procedures to create new or to revise existing methods and maintains various databases. Assistance in additional office related activities and duties as required. Initiates, submit and conduct appropriate follow up on purchase orders as well as ensuring that items are delivered to the appropriate team member. Conduct inventory of supplies on hand and creates reports to analyze possible shortage and/or discrepancies and process purchases accordingly after proper authorization is received. Assisting in obtaining reference check documents from candidates been considered for employment and other activities linked to the hiring of individuals such as; set up meeting rooms, prepare documents for interviews, coordinate with panel members, contact interviewees. Files, maintains, arranges for storage, retrieves or reproduces documents, records, and reports. Assists with preparation of publications and other materials. EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records. Knowledge of filing principles and retrieving documents and data electronically and hard copy. Understanding written sentences and paragraphs in work related documents. The ability to arrange things or actions in an order or pattern according to a specific rule or set of rules. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Abilitiy to listen and understand information and ideas presented through spoken words and sentences. Ability to communicate information and ideas in writing so others can understand. Knowledge of business and management principles involved in strategic planning. PREFERRED QUALIFICATIONS: A bachelor's degree from an accredited college or university Four years of experience providing administrative support. OTHER JOB-RELATED REQUIREMENTS: Four years of experience providing customer service in person or over the phone is preferred. Bilingual English/Spanish or English/Creole is preferred. Experience initiating purchases is preferred Four years of experience working with computer programs/software is preferred. SPECIAL NOTES: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida, Employment Application. ** This position requires a security background check and/or drug screening and participation in direct deposit. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility. Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days. If you have any questions regarding this advertisement, please contact FRANCISCO CARABALLO @ (305) 575-5426. Please be ready to provide the position number 64000925. The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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 DOCUMENTATION REQUIREMENTS HAVE RECENTLY CHANGED. To obtain revised and updated information on Veterans' Preference documentation requirements, click here. Pursuant to Chapter 295, Florida Statutes, applicants eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application 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. All documentation is due by the close of the vacancy announcement. Applicants may also fax their supporting documentation to People First at 1-888-403-2110.