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Administrative Assistant I
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | spring hill, Florida |
About this job
OCCUPATION PROFILE
JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATION: EXEC SECRETARIES & EXEC ADMIN ASSISTANTS
43-6011
BROADBAND LEVELS: Level 1 -- Pay Band 001
Level 2 -- Pay Band 003
Level 3 -- Pay Band 005
Level 4 -- Pay Band 006
Level 5 -- Pay Band 010
REQUIREMENTS
All qualified applicants must complete required Prove It! Skill Assessments through Career Central as a part of the application process. Qualified applicants will be notified by Career Central for test dates and times.
This position performs high level administrative duties as an assistant to the Nutrition Program Director, which includes responsibilities with complex assignments under limited supervision. This position requires the incumbent to make independent decisions and provide solutions while operating within clearly defined policies, procedures and guidelines.
This position will maintain an operating system for the WIC, Breastfeeding Peer Counselor and Nutrition program budget which includes: fiscal records and procedures, purchasing, inventories, invoicing, and monitors monthly expenditures. Researches requests for procurement, prepares purchase requisitions, maintains supporting documents, orders supplies and equipment, and processes invoices. This position serves as WIC Vendor Manager which includes: completing monthly reports, maintaining a vendor filing system, completing compliance reviews, and provides assistance to local vendors. Reviews submitted time keeping records and Employee Activity Records for accuracy and reports any discrepancies.
Must have at least three years of experience using Microsoft Excel. Must have at least five years if experience providing administrative support. Must have at least two years of customer service ce experience.
**NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on the State of Florida Employment Application. Responses to qualifying questions will be credited only if verifiable by skills and/or experience listed on the employment application, including specifically required customer service and computer skills. Applicants who do not answer the position qualifying questions will not be considered for this position.
Only State of Florida Applications will be accepted -- no resumes, please
POSITION DESCRIPTION
This position performs high level administrative duties as an assistant to the Nutrition Program Director, which includes responsibilities with complex assignments under limited supervision. This position requires the incumbent to make independent decisions and provide solutions while operating within clearly defined policies, procedures and guidelines.
Establishes and maintains an operating system for the WIC & Nutrition program budget which includes: fiscal records/procedures, purchasing, inventories and program management reporting. Analysis invoices, documents and calculates monthly expenditures. Prepares WIC, Nutrition, and Breastfeeding Peer Counselor monthly fiscal reports by reviewing all WIC "Employee Activity Records" (EAR) and other supplemental documentation for accuracy as required by Federal Regulations. Formulates a tracking system for management of salaries and expenses. Reviews and reconciles WIC, Breastfeeding Peer Counselor, and Nutrition monthly reports. Interacts with State WIC office and local CHD Fiscal Dept. to reconcile financial discrepancies. Provides input and recommendations for budget. Monitors budgets monthly and reports to Nutrition Program Director. Performs fiscal, personal, purchasing, statistical, and programmatic reporting for WIC and Nutrition. Organizes and maintains filing system for financial statements and source documentation. Complies with and monitors compliance of the mandatory requirements in Section 215.422, Florida Statues, and Chapter 3A-24, Florida Administrative Code.
Provides administrative support to the WIC Program, complies data and reports, correspondence and requests for travel reimbursement. Receives phone calls, schedules meeting rooms and coordinates staff meetings, prepares and post minutes, and distributes mail.
Acts as primary purchasing card holder (P-card) for the WIC and Nutrition program. Maintains user knowledge of MFMP, researches requests for procurement and prepares purchase requisitions, maintains support documentation as required. Orders supplies and equipment necessary for daily operations, processes invoices to the CHD Fiscal Dept. for payment. Tracks Federal Grant expenditures to stay within budget and provide a basis for forecasting future expenditures. Orders direct distribution of formula and WIC-eligible nutritionals, processes invoices to the state WIC office for payment.
Serves as the WIC Vendor Manager; manages the vendor component of the program by reviewing reports, maintaining vendor files, training and monitoring vendors, performing compliance reviews, and providing assistance to local vendors as required. Program monitoring and investigative research that will require the incumbent to access Facebook, Craigslist, and other social media websites to identify, track, and document potential WIC fraud and program abuse. Assists law enforcement agencies with the investigations of criminal fraud.
Responsible for ensuring that time sheets and biweekly HMS reports are submitted timely and accurately according to 100% timekeeping rules, and reports discrepancies to the Nutrition Program Director.
Attends and participates in staff meetings and trainings activities. Responsible for securing designated information set for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public; which can be stored in hard copy or electronically. Responsible as a "need to know" employee for security sets relating to medical records as it relates to performance of assigned duties and responsibilities. Performs other duties as assigned.
DESCRIPTION
This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management,assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Incumbents may also train and supervise lower-level clerical staff.
Some positions in this occupation may be responsible for coordinating work and supervising employees.
EXAMPLES OF WORK
Supervises employees by assigning work, reviewing progress and assessing performance.
Coordinates and directs office services, such as records and budget preparation, contact management and personnel, and related duties to aid executives.
Assists in the preparation of budgets, budget amendments and budget requests.
Prepares and maintains records and reports, such as recommendations for solutions of administrative problems, reports, financial reports, applications and administrative orders.
Files, maintains, arranges for storage, retrieves or reproduces documents, records, and reports.
Analyzes operating practices and procedures to create new or to revise existing methods.
Reviews, assigns, prepares and tracks correspondence assignments.
Reviews and prepares agenda materials.
Maintains various databases.
Coordinates legislative work.
Interprets administrative and operating policies and procedures.
Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.
Plans meetings and/or conferences and travel.
Reads and responds to correspondence.
Represents executive at meetings and on telephone.
Assists with preparation of publications and other materials.
EXAMPLES OF JOB CHARACTERISTICS
Performing Administrative Activities
Approving requests, handling paperwork, and performing day-to-day administrative tasks.
Communicating With Other Workers
Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.
Analyzing Data or Information
Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.
Getting Information Needed to do the Job
Observing, receiving, and otherwise obtaining information from all relevant sources.
Processing Information
Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.
Monitoring and Controlling Resources
Monitoring and controlling resources and overseeing the spending of money.
Coordinating Work and Activities of Others
Coordinating members of a work group to accomplish tasks.
Interpreting Meaning of Information to Others
Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.
Making Decisions and Solving Problems
Combining, evaluating, and reasoning with information and data to make decisions and solve problems. These processes involve making decisions about the relative importance of information and choosing the best solution.
Establishing and Maintaining Relationships
Developing constructive and cooperative working relationships with others.
JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATION: EXEC SECRETARIES & EXEC ADMIN ASSISTANTS
43-6011
BROADBAND LEVELS: Level 1 -- Pay Band 001
Level 2 -- Pay Band 003
Level 3 -- Pay Band 005
Level 4 -- Pay Band 006
Level 5 -- Pay Band 010
REQUIREMENTS
All qualified applicants must complete required Prove It! Skill Assessments through Career Central as a part of the application process. Qualified applicants will be notified by Career Central for test dates and times.
This position performs high level administrative duties as an assistant to the Nutrition Program Director, which includes responsibilities with complex assignments under limited supervision. This position requires the incumbent to make independent decisions and provide solutions while operating within clearly defined policies, procedures and guidelines.
This position will maintain an operating system for the WIC, Breastfeeding Peer Counselor and Nutrition program budget which includes: fiscal records and procedures, purchasing, inventories, invoicing, and monitors monthly expenditures. Researches requests for procurement, prepares purchase requisitions, maintains supporting documents, orders supplies and equipment, and processes invoices. This position serves as WIC Vendor Manager which includes: completing monthly reports, maintaining a vendor filing system, completing compliance reviews, and provides assistance to local vendors. Reviews submitted time keeping records and Employee Activity Records for accuracy and reports any discrepancies.
Must have at least three years of experience using Microsoft Excel. Must have at least five years if experience providing administrative support. Must have at least two years of customer service ce experience.
**NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on the State of Florida Employment Application. Responses to qualifying questions will be credited only if verifiable by skills and/or experience listed on the employment application, including specifically required customer service and computer skills. Applicants who do not answer the position qualifying questions will not be considered for this position.
Only State of Florida Applications will be accepted -- no resumes, please
POSITION DESCRIPTION
This position performs high level administrative duties as an assistant to the Nutrition Program Director, which includes responsibilities with complex assignments under limited supervision. This position requires the incumbent to make independent decisions and provide solutions while operating within clearly defined policies, procedures and guidelines.
Establishes and maintains an operating system for the WIC & Nutrition program budget which includes: fiscal records/procedures, purchasing, inventories and program management reporting. Analysis invoices, documents and calculates monthly expenditures. Prepares WIC, Nutrition, and Breastfeeding Peer Counselor monthly fiscal reports by reviewing all WIC "Employee Activity Records" (EAR) and other supplemental documentation for accuracy as required by Federal Regulations. Formulates a tracking system for management of salaries and expenses. Reviews and reconciles WIC, Breastfeeding Peer Counselor, and Nutrition monthly reports. Interacts with State WIC office and local CHD Fiscal Dept. to reconcile financial discrepancies. Provides input and recommendations for budget. Monitors budgets monthly and reports to Nutrition Program Director. Performs fiscal, personal, purchasing, statistical, and programmatic reporting for WIC and Nutrition. Organizes and maintains filing system for financial statements and source documentation. Complies with and monitors compliance of the mandatory requirements in Section 215.422, Florida Statues, and Chapter 3A-24, Florida Administrative Code.
Provides administrative support to the WIC Program, complies data and reports, correspondence and requests for travel reimbursement. Receives phone calls, schedules meeting rooms and coordinates staff meetings, prepares and post minutes, and distributes mail.
Acts as primary purchasing card holder (P-card) for the WIC and Nutrition program. Maintains user knowledge of MFMP, researches requests for procurement and prepares purchase requisitions, maintains support documentation as required. Orders supplies and equipment necessary for daily operations, processes invoices to the CHD Fiscal Dept. for payment. Tracks Federal Grant expenditures to stay within budget and provide a basis for forecasting future expenditures. Orders direct distribution of formula and WIC-eligible nutritionals, processes invoices to the state WIC office for payment.
Serves as the WIC Vendor Manager; manages the vendor component of the program by reviewing reports, maintaining vendor files, training and monitoring vendors, performing compliance reviews, and providing assistance to local vendors as required. Program monitoring and investigative research that will require the incumbent to access Facebook, Craigslist, and other social media websites to identify, track, and document potential WIC fraud and program abuse. Assists law enforcement agencies with the investigations of criminal fraud.
Responsible for ensuring that time sheets and biweekly HMS reports are submitted timely and accurately according to 100% timekeeping rules, and reports discrepancies to the Nutrition Program Director.
Attends and participates in staff meetings and trainings activities. Responsible for securing designated information set for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public; which can be stored in hard copy or electronically. Responsible as a "need to know" employee for security sets relating to medical records as it relates to performance of assigned duties and responsibilities. Performs other duties as assigned.
DESCRIPTION
This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management,assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Incumbents may also train and supervise lower-level clerical staff.
Some positions in this occupation may be responsible for coordinating work and supervising employees.
EXAMPLES OF WORK
Supervises employees by assigning work, reviewing progress and assessing performance.
Coordinates and directs office services, such as records and budget preparation, contact management and personnel, and related duties to aid executives.
Assists in the preparation of budgets, budget amendments and budget requests.
Prepares and maintains records and reports, such as recommendations for solutions of administrative problems, reports, financial reports, applications and administrative orders.
Files, maintains, arranges for storage, retrieves or reproduces documents, records, and reports.
Analyzes operating practices and procedures to create new or to revise existing methods.
Reviews, assigns, prepares and tracks correspondence assignments.
Reviews and prepares agenda materials.
Maintains various databases.
Coordinates legislative work.
Interprets administrative and operating policies and procedures.
Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.
Plans meetings and/or conferences and travel.
Reads and responds to correspondence.
Represents executive at meetings and on telephone.
Assists with preparation of publications and other materials.
EXAMPLES OF JOB CHARACTERISTICS
Performing Administrative Activities
Approving requests, handling paperwork, and performing day-to-day administrative tasks.
Communicating With Other Workers
Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.
Analyzing Data or Information
Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.
Getting Information Needed to do the Job
Observing, receiving, and otherwise obtaining information from all relevant sources.
Processing Information
Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.
Monitoring and Controlling Resources
Monitoring and controlling resources and overseeing the spending of money.
Coordinating Work and Activities of Others
Coordinating members of a work group to accomplish tasks.
Interpreting Meaning of Information to Others
Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.
Making Decisions and Solving Problems
Combining, evaluating, and reasoning with information and data to make decisions and solve problems. These processes involve making decisions about the relative importance of information and choosing the best solution.
Establishing and Maintaining Relationships
Developing constructive and cooperative working relationships with others.
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