Administrative Assistant

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Requisition No:870878

Agency:
Management Services

Working Title:

ADMINISTRATIVE ASSISTANT I -

Administrative Assistant I

Division of Real Estate Development and Management

State of Florida Department of Management Services

This position is located in Tallahassee, FL

Incumbents in this position will be required to perform varied types of administrative work, reporting directly to the Facilities Manager at the Capital Circle Office Center. This responsibility requires performing research and gathering data, preparing written reports, independently initiating projects, interpreting policy and aiding the Facilities Manager.

• Receives and processes daily mail, reviewing and routing accordingly.
• Receives and processes travel reimbursement vouchers for staff’s vicinity, training, and meeting travel.
• Maintains office files, processing all paperwork.
• Assists Facilities Manager in compiling data and completing forms for monthly operating reports.
• Processes personnel information as required.
• Orders and maintains office supplies.
• Assists in conducting daily administrative activities and/or directions, special projects, with the Facilities Manager.
• Assists Facilities Manager, Maintenance Supervisor, and maintenance staff as needed on various special projects, and for compiling of contract data for compliance and record maintenance (security, lawn care & custodial contracts).
• Performs special assignments for multiple properties as required.
• Interprets established policy and provides information for resolution of problems.

• Coordinates collection and presentation of data for use in preparation of budgets.
• Installs budget control methods concerning all phases of budget. Keeps track of spreadsheets as directed for budget control.
• Receives requisitions and processes them through E Procurement System as applicable. Obtains and processes phone quotations for building repairs, materials, or services from vendors for all facilities.
• Follows up on status of orders, ensuring their completion and approval in a timely manner.
• Phone calls to coordinate scheduling of services and payment of such with vendors.
• Prepare and process daily transmittals for VISA payments to vendors for all sites.

• Serves as the point of contact for the DMS office at the Capital Circle Office Center, conducts themselves in a courteous and professional manner.
• Represents the Department when dealing with agency tenants, clients, and the general public.
• Processes and coordinates tenant signage requests.
• Books conference rooms to be used by tenant agencies, processing applications for After Hours Use of Facility.
• Processes Sonitrol security access requests for tenants, issues corresponding access cards.

• Knowledge of office procedures and practices.
• Knowledge of proper phone etiquette.
• Knowledge of the methods of data collection.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, and Teamwork.

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):

Valid driver’s license.

Three years of secretarial or clerical work experience.

• Prolonged periods of sedentary work which involve repetitive motion.
• Additional background screening may be required by tenant agencies based on position assignments or access requirements.
• Adheres to safety awareness policies in the workplace, views safety videos when presented and attends required safety meetings. Practices lessons learned daily to avoid accidents.

State…