ADMINISTRATIVE ASSISTANT I - 60047173

Requisition No: 854436 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60047173

 Pay Plan: Career Service

Position Number: 60047173 

Salary:  33,760.00 

Posting Closing Date: 06/10/2025 

Total Compensation Estimator Tool

ANTICIPATED VACANCY

Salary will be position minimum or 10% promotion increase whichever is higher.

If you have a desire to use your talent and skills to assist staff and customers alike, the ESS Program invites you to apply to become an essential member of our team.  The selected individual will be supporting the ESS Program Office and the ESS Director.

The Core Competencies of the Department of Children and Families include a strong emphasis in retaining a world class workforce including the wellbeing of all employees.

POSITION DESCRIPTION (Duties and Responsibilities):

This position performs a variety of complex office administrative support functions requiring independent judgment, research, collection of information/data, preparation and maintenance of reports, and maintains the confidentiality of sensitive information.  Initiates special projects and provides guidance to the administration to ensure deadlines are met and or targets are achieved.   Provides direction and guidance to all administrative support located in each Administrative Unit within the Region

Administrative - Schedules and coordinates meetings for the Operations and Program Manager and the Program Management Director.  Prepares correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination.   Prepares, and submits travel requests and reimbursements.  Prepares and submits required security forms to obtain systems access for staff within the administration as directed.  Coordinates teleworking and network installations for the administration.

Building Functions - Assists in coordinating with General Services, Information Technology, and or vendors as outlined in the Children and Families Operating Procedure (CFPO) 70-14.  Tracks and manages equipment contracts, completes change orders, and maintains meter readings, and maintains inventory of equipment and supplies.  Prepares and processes purchase requisitions and invoices through Florida Accounting Information Resource (FLAIR) and My Florida Market Place (MFMP).   Assists with the safety coordination and emergency operations planning according to the Emergency Operations Plan.

Personnel - Prepares and processes 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.  Provides documents and other related material as it pertains to all human resource actions.  Assists with the hiring process by advertising position vacancies and assembling the hiring packets.  Assists with and tracks the scheduled performance evaluations within the Administration Unit and serves as a human resource liaison. Maintains employee working files for the Administration Unit.

Reports - Develops and maintains tracking systems to ensure completion of assignments.  Compiles information and prepares reports for the Operations and Program Manager and the Program Management Director’s review.

Customer Service - Handles customer complaints and Department referrals/trackers; routes and or assigns to appropriate area for proper assistance, tracks, and follows up to ensure resolution.  Keeps management fully informed of activities, pertinent issues, upcoming events, and potential problems; notifies Client Relations Coordinator when appropriate.

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

 

Minimum Requirements:

• High School Diploma

Preferred Qualifications:

• Two years of related administrative or clerical experience is preferred.
• Experience working with requisitions and purchase orders. 
• The position will be in Ocala, Marion County.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of office equipment and computer software.
• Knowledge of sentence structure and correct grammar.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accou