State of Florida

Administrative Secretary

State of Florida

full-time

Posted on:

Location Type: Office

Location: Delray Beach • Florida • United States

Visit company website

Explore more

✨ AI Apply
Apply

Salary

💰 $1,386 - $1,412 per month

Job Level

Junior

About the role

  • Provide secretarial/administrative support services to the Field Office Manager, Supervisors, and other professional staff.
  • Work performed under the general supervision of the Field Office Manager.
  • Act as personnel liaison; responsible for implementation of personnel policies and procedures as they relate to Field Office operations.
  • Coordinate, complete and process personnel forms, and training and orientation records.
  • Develop, update and maintain local administrative files on all personnel including current position descriptions, mandatory training certificates, P-Card assignment, ID badges and parking passes.
  • Initiate office supply orders using Agency systems and obtain prior authorization from Field Office Manager prior to completing purchases.
  • Maintain an inventory of supplies and equipment to ensure staff have adequate resources to perform their job functions.
  • Obtain bids and initiate lease or purchase agreements; coordinate all issues related to vendor and landlord issues; coordinate issues related to computer equipment or technology with the local IT Representative.
  • Scan survey documents into Laserfiche utilizing current protocols.
  • Weekly review the scanning report to ensure all required documentation has been scanned, and correct omissions identified.
  • Maintain efficient filing systems for both electronic data and hard copy files.
  • Periodically review files for purging or archiving and maintain other controls as needed.
  • Handle telephone and written inquiries and complaints of general nature from providers of the public.
  • Assist with answering routine questions from the public and surveyors.
  • Receive incoming faxes and mail, route fax/mail to appropriate supervisors and follow-up to ensure mail is being properly processed.
  • Relay supervisor's instructions to all professional and clerical support staff; collect and assimilate data and information for the supervisor's reports, meetings and correspondence; and answer inquiries on policy and procedural administrative matters.
  • Assist the survey scheduler as needed to create appointments and attach documentation.

Requirements

  • One (1) year of clerical and/or administrative experience.
  • Preference will be given to applicants with six (6) or more months of experience as a personnel Liaison, and/ or experience in specific software applications: Automated Survey Processing Environment, (ASPEN), Laserfiche, Versa Regulation, Microsoft Office (Word, Excel, Access, and Outlook), MFMP and/or CASPER.
Benefits
  • Health insurance (i.e., individual and family coverage) to eligible employees;
  • Life insurance: $25,000 policy is free plus option to purchase additional life insurance;
  • Dental, vision and supplemental insurance;
  • State of Florida retirement options, including employer contributions;
  • Ability to earn up to 104 hours of paid annual leave as a new employee with the State of Florida;
  • Ability to earn up to 104 hours of sick leave annually;
  • Nine paid holidays and 1 personal holiday each year;
  • Opportunities for career advancement;
  • Tuition waivers (accepted by major Florida Colleges/universities);
  • Student loan forgiveness opportunities (eligibility required);
  • Training opportunities;
  • Flexible Spending Accounts;
  • Shared Savings Program for select medical services;
  • Lower copays for prescription drugs;
  • Health and Wellness discounts.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative supportpersonnel policiesfiling systemsdata managementinventory managementdocument scanningrecord keepingoffice supply managementvendor coordinationappointment scheduling
Soft Skills
communicationorganizational skillsinterpersonal skillsproblem-solvingattention to detailcustomer serviceteam collaborationtime managementadaptabilityconflict resolution