Administrative Assistant (Office Manager)

Posting number: 202600020

Department: H Democratic Office

Job classification: Administrative Assistant

Posting type: Open

Categories: Administration

Summary

This is independent work coordinating administrative tasks and assignments and providing analysis and research on a variety of administrative matters. 

FINANCIAL DISCLOSURE: Pursuant to sections 112.3144 and 112.3145, F.S., this position is required to electronically file a Form 1 – Statement of Financial Interests with the Florida Commission on Ethics within 30 days of hire.

Examples of duties

• Performs special assignments, research, and report preparation. 
• Reviews records and reports which require action and recommends solutions or courses of action. 
• Assists supervisor in handling daily administrative duties and acts in matters where authority has been delegated. 
• Prepares confidential correspondence, secures information necessary for preparing replies, and answers telephone inquiries to relieve supervisor from routine assignments. 
• Processes a variety of correspondence, investigates subject matter, and prepares replies. 
• Trains and supervises other personnel to ensure accurate and smooth work flow of the unit. 
• Defines and investigates problems; formulates methods of resolution. 
• Assists in formulating and recommending programs and policies of the unit; interprets and administers policies. 
• Represents supervisor at meetings. 
• Performs general office management duties. 
• Assists in planning meetings and workshops. 
• Responsible for preparing notices, agendas, and other meeting materials, recording and reporting out meetings.
• Performs other related duties as required.

Qualifications

• Knowledge of administrative principles and practices.
• Ability to pay attention to detail and review work for accuracy and quality of content.
• Strong communication, organizational, and writing skills.
• Knowledge of Florida state government. 
• Ability to work cooperatively as a team member and to contribute to the efficient internal functioning of the office staff. 
• Knowledge of professional workplace standards, including expectations for appropriate attire, conduct, and representation of the office.
• Ability to manage time effectively, demonstrating punctuality, meeting deadlines, and maintaining reliable attendance.
• Skill in collaborating with colleagues and stakeholders to support a positive, respectful, and team-oriented work environment.
• Ability to monitor and respond to electronic communication in a timely manner.
• Ability to organize data into logical format for presentation in reports and other written materials. 
• Ability to produce quality work under pressure.
• Ability to work more than core business hours as needed during committee weeks, regular session, special sessions, and during other exceptional circumstances. 
• Ability to exercise discretion and confidentiality. 
• Ability to deal tactfully and courteously with the demands of the public.
• Ability to prepare reports, correspondence, and maintain records.
• Ability to train others.
• Ability to supervise people.

Supplemental information

• A bachelor’s degree from an accredited college or university. 
• Administrative experience can substitute on a year-for-year basis for the required college education.