Executive Assistant

About the position

Under limited supervision, the Executive Assistant will provide a diverse range of support activities for a department, which requires specialized knowledge and comprehensive administrative, organizational and operational skills. Employees in this classification are responsible for participating in operational planning and coordinating the development and administration of departmental operating policies and procedures. Duties include performing day-to-day operations of answering phones, assisting visitors, preparing departmental requisitions, disbursements and purchase orders, communicating with outside vendors, creating and preparing correspondence, scheduling meetings, providing assistance with project planning and research, preparing travel arrangements, and processing payroll. This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Florida Statute 295. Certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in the employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Applicants claiming preference are responsible for providing required documentation at the time of submitting application.

Responsibilities

• Oversees and/or performs a range of diverse administrative activities for the department or organizational unit.
• Serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Responds to inquiries requiring a general understanding of work-area policies and procedures.
• Sorts and distributes mail and materials within own or local offices.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors.
• Establishes, updates, and maintains unit's files, inventories, and records.
• Schedules complex appointments, meetings, and travel arrangements working with multiple calendars and constituents.
• Performs other related duties as required.

Requirements

• Associate's Degree required; Bachelor's Degree preferred.
• Five years of administrative, office, or related experience required.
• Prior light bookkeeping and office management experience desirable; administrative support experience preferred.
• Excellent organization and administrative skills required.
• Ability to communicate accurate information to vendors and relate with a highly skilled staff.
• Ability to multi-task is essential.
• Knowledge of basic bookkeeping principles and office management best practices preferred.

Nice-to-haves

• Knowledge of Microsoft Office products required.
• Ability to train and coordinate work of lower-level, office support staff, student employees, and/or temporary staff.
• Advanced computer software skills required.
• General understanding of own work and how it impacts operations outside own work unit.

Benefits

• Salary range: $41,262 - $47,451 (Salary rate commensurate with education and experience)
• Full time Regular position
• Work Schedule: Monday-Friday/Weekends/Varies
• 40 hours per week