OPS ADMINISTRATIVE ASSISTANT I - 64858177

State of Florida • Fort Myers, FL

2d • $19 - $20

About The Position

This is a part-time Other Personnel Service (OPS) Administrative Assistant I position working with the Department of Health in Lee County.

Duties and Responsibilities:
Maintains the Health Promotions Administrator’s calendar of events and commitments, schedules appointments, coordinates meetings, conferences, and presentations, reserves conference rooms and vehicles, sets up and initiates conference calls.

Assists with event-planning logistics, community outreach, and participation in health fairs. Maintains the list of Health Promotion staff activities and updating of the SharePoint Outreach Calendar. 

Assists with travel arrangements, prepares travel authorizations and travel reimbursements in STMS. Assists with clearing travel charges through WORKS and STMS system. Monitors and keeps track of all outgoing travel authorizations and approvals to ensure approvals are provided in a timely manner.

Provides purchasing and budgetary support. Submits and tracks purchase orders, reviews invoices, and resolves identified problems and discrepancies.

Maintains office equipment, orders supplies, and maintains inventory of consumable supplies for Health Promotions.

Operates a computer, fax machine, copier, and other office machines to compose and process a wide variety of correspondence and reports. Works on special projects as assigned.
Independently develops and/or maintains system for organizing day-to-day department administrative functions. Handles incoming telephone calls coming to the Health Promotions office, answers questions/ inquiries, and directs calls to appropriate staff in a professional and courteous manner. Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement.

Reviews, edits, types, tracks, and maintains files and correspondence items for the Health Promotions Administrator’s approval/signature. Assigns, coordinates, and tracks timely responses for correspondence items. Ensures responses are sufficient and follows the proper department procedures.

Acts as a Human Resource Liaison. Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, and terminating positions.
Prepares meeting agendas. Keeps attendance for each meeting and transcribes meeting minutes. Maintains a copy of all agendas and makes meeting minutes available within 3 business days of the scheduled meeting.

Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review. Performs other miscellaneous related activities as required, including assignment during disaster or special projects.

Performs other duties as assigned.

Requirements

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the principles & techniques of records management
• Skill in operating a personal computer.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
• Ability to 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.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand, interpret & apply applicable rules, regulations, policies & procedures.
• Ability to prioritize individual workload.
• Ability to frequently bend, kneel, reach, and sit or stand for long periods of time. Ability to lift and carry up to 30 pounds as needed.
• High School Diploma or GED
• Incumbent must possess a valid Florida Driver License and have a motor vehicle to carry out these duties.

Responsibilities

• Maintains the Health Promotions Administrator’s calendar of events and commitments, schedules appointments, coordinates meetings, conferences, and presentations, reserves conference rooms and vehicles, sets up and initiates conference calls.
• Assists with event-planning logistics, community outreach, and participation in health fairs. Maintains the list of Health Promotion staff activities and updating of the SharePoint Outreach Calendar.
• Assists with travel arrangements, prepares travel authorizations and travel reimbursements in STMS. Assists with clearing travel charges through WORKS and STMS system. Monitors and keeps track of all outgoing travel authorizations and approvals to ensure approvals are provided in a timely manner.
• Provides purchasing and budgetary support. Submits and tracks purchase orders, reviews invoices, and resolves identified problems and discrepancies.
• Maintains office equipment, orders supplies, and maintains inventory of consumable supplies for Health Promotions.
• Operates a computer, fax machine, copier, and other office machines to compose and process a wide variety of correspondence and reports. Works on special projects as assigned.
• Independently develops and/or maintains system for organizing day-to-day department administrative functions. Handles incoming telephone calls coming to the Health Promotions office, answers questions/ inquiries, and directs calls to appropriate staff in a professional and courteous manner. Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement.
• Reviews, edits, types, tracks, and maintains files and correspondence items for the Health Promotions Administrator’s approval/signature. Assigns, coordinates, and tracks timely responses for correspondence items. Ensures responses are sufficient and follows the proper department procedures.
• Acts as a Human Resource Liaison. Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, and terminating positions.
• Prepares meeting agendas. Keeps attendance for each meeting and transcribes meeting minutes. Maintains a copy of all agendas and makes meeting minutes available within 3 business days of the scheduled meeting.
• Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review. Performs other miscellaneous related activities as required, including assignment during disaster or special projects.
• Performs other duties as assigned.

Benefits

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements.  Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)
• Deferred Compensation (voluntary)
• Employee Assistance Program (voluntary)

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED