ADMINISTRATIVE ASSISTANT III-SES - 77000247

State of Florida

3d•Onsite

About The Position

This is an exciting opportunity in the Division of Habitat & Species Conservation Directors Office. This position provides administrative support to the Division Director and Deputy Directors. This position requires the ability to independently complete a variety of complex and technical duties with minimum supervision. Must be knowledgeable of the overall operations of the Commission, its regional and field offices, and other divisions in order to be responsive to the general public, administrative staff, and other Commission employees. A successful candidate for this position should have a demonstrated customer service focus, with the ability to serve as a key member of the Division Director’s office in communicating effectively with staff throughout the Division, across the agency, and with staff in the Office of the Executive Director.

Requirements

A high school diploma and eight years of professional experience in systems analysis, management analysis, program planning, program research, program evaluation, or administrative work.
A bachelor’s degree can substitute for four of the eight years’ experience.
Ability to work independently with minimal supervision.
Ability to function across FWC’s organizational structure by providing skills and expertise wherever needed through work on teams or as directed.
Ability to coordinate commission meeting information and assignments
Ability to recommend policies and programs as directed
Ability to serve as a point of contact for the Division to the Agency Executive Director
Ability to ensure projects/assignments are completed in a timely manner
Ability to communicate effectively with Division and Agency personnel
Ability to coordinate public records request and ensure accuracy and prompt response.
Ability to coordinate travel arrangements and appointments for the Division Director and Deputy Directors
Ability to set priorities and balance a high-volume workload
Ability to coordinate Administrative support staff and their functions
Knowledge of the Florida Fish & Wildlife Conservation Commission Mission to efficiently perform assigned task.
Knowledge of Microsoft suite
Knowledge of public records processes
Knowledge of the note taking process
Knowledge of Florida purchasing, Human Resource and Travel policies and guidelines.
Knowledge of legal processes involving Habitat & Species

Responsibilities

Coordinates staff assignments for Director and Deputy Directors to ensure projects and assignments are completed and submitted in a timely manner.
Reviews processes and evaluates for areas of improvement.
Performs specialized project work as assigned by Division Director and Deputy Division Directors.
Serves as liaison between HSC and the Executive Director's Office on legal, human relations, inspector general, legislative, and planning issues, and assists the Division in tracking timely response to these issues.
Assists in formulating and recommending programs and policies of HSC, and interprets and administers policies as directed.
The incumbent will lead and/or represent HSC on a variety of agency issue or ad hoc teams and will facilitate the appropriate flow of information from the director’s office to staff in a timely manner.
Primary point of contact for HSC with Division staff and the Executive Director’s office on all items prepared for the four Commission Meetings that occur annually.
Reviews and edits correspondence to ensure accuracy and uniformity.
Tracks Division and Director’s Office assignments to ensure deadlines are met.
Assists staff members in gathering and compiling information as requested.
Assists in conducting daily administrative activities and directing special projects or activities.
Performs special assignments, research, and report preparation.
Responsible for the scheduling and coordination of meetings, travel, and other functions for the Division Director and Deputy Directors.
Takes meeting notes and disseminate and/ or post, as appropriate.
Serves as the lead and coordinates public records requests for the Division and ensures information is processed in accordance with Florida Statutes and agency policy.
Responsible for training Division staff in public records requirements and provides guidance and direction when needed.
Serves as point of contact for the Division.
Supervises OPS AAII, including coordination, training, and performance evaluations.
In coordination with the AAII position, ensures administrative needs of the HSC Director’s office are met.
Independently plan, organize and set work priorities, meeting short-term and long-term objectives.
Serves as lead for the Division administrative support staff for HSC.
Identifies opportunities and makes recommendations for enhancing HSC support functions to ensure efficient communication, track outcomes and resolve issues as they arise.
Coordinate with staff to ensure administrative support needs are met and administrative support staff are functioning as a team.