ADMINISTRATIVE ASSISTANT I - 64069823

Administrative Assistant IThis position reports directly to the Cancer Program Administrator within the Bureau of Tobacco Free Florida in the Division of Community Health Promotion. This position serves as administrative support for the Cancer Program. The duties include, but are not limited to, the following: Provides administrative support to the Cancer Program and Bureau back up by answering phones, managing Cancer Inbox, maintaining files, typing correspondence, and other office support functions as assigned. Reviews the Program's outgoing correspondence for accuracy, appropriateness, and compliance with departmental policies and guidelines. Provides lead support to the Bureau for WorkFlow management for document routing. Maintains inventories of program equipment, orders, and maintains office supplies. Trains new staff in travel, purchasing and correspondence processes. Develops and processes cancer program related purchases and purchase orders and acts as back up for Tobacco related purchases and purchase orders. Assists with paying invoices and is responsible for timely reconciliation of P-card charges. Complies with federal and state purchasing requirements. Leads development and submission of DOH continuation education units application, post event documentation and provision of certificates to event attendees. Arranges staff travel and prepares travel authorizations and reimbursement vouchers within required timeframes. Develops, maintains, and updates program administrative databases and manages Program share drive files in coordination with program staff. Works with Cancer Section staff to plan and coordinate periodic training and education and statewide cancer program meetings. Actively participates in the Program, communicates with section members; trouble-shoots problems; and revises or drafts protocols to increase efficiencies across administrative functions. Reviews and updates Program web pages to ensure compliance with department standards and protocols and coordinates with staff to make necessary content with grant application completion and submission of semi-annual reports to the CDC, and other funding entities. Maintains a current working knowledge of computer software used within the demands of this position, including pdf form development and revision; website manager; and virtual meeting hosting support. Participates in and attends educational conferences and other opportunities to enhance personal and professional growth and development. Performs other duties and responsibilities as assigned or required by program activities. Required Knowledge, Skills, and Abilities: Knowledge of DOH Financial and procurement systems for tracking encumbrances and payments. Ability to maintain organized program and budget files; communicate effectively in both written and verbal forms; prioritize and organize work assignments; and work independently. Proficient in use of Microsoft Word, PowerPoint, Access and ExcelWhere You Will Work: 2585 Merchants Row, Tallahassee, FL