ADMINISTRATIVE ASSISTANT II - 80080656

State of Florida; Tallahassee (FL); On-site; USD 38,000 - 46,000; Full time

Job summary

The Florida Department of Juvenile Justice, Bureau of General Services, seeks an Administrative Assistant II to provide high-level administrative support to the Bureau Chief and managers in Tallahassee. The role includes handling reports, budgeting, purchasing, HR liaison duties, and coordinating travel and meetings.

The position requires strong organizational skills, proficiency with MS Office, and the ability to manage confidential information.

Qualifications

• Assist with HR-related actions and travel arrangements.
• Prepare reports and correspondence in Word/Excel.
• Coordinate budget, purchasing, and invoicing processes.

Responsibilities

• Provides administrative support to the Bureau Chief and unit managers.
• Prepares reports and correspondence using Word & Excel.
• Creates and maintains purchase orders; reconciles invoices.

Skills

Administrative support

Microsoft Word

Microsoft Excel

PowerPoint

Communication

Education

Associates degree

Administrative experience 3+ years

Tools

MyFloridaMarketPlace

STMS

P-Card system

Job description

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The State Personnel System is an E-Verify employer.

Requisition No:886255

Working Title: ADMINISTRATIVE ASSISTANT II - 80080656

The Department of Juvenile Justice salutes our heroes.

We are honored to have the opportunity to support our nation’s veterans and their families.

We value the service given to our country and support the hiring of service members and military spouses.

LOCATION ANDCONTACT INFORMATION:

Position Location:Alexander Building, 2020 Capital Circle SE, Tallahassee, FL 32399

Starting Salary:$1,491.85 Bi-Weekly(In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee’s current rate, whichever is higher.)

Contact Person: Marlon Portillo, [e-mail], 850-717-2770

DESCRIPTION:

The Bureau of General Services is seeking an Administrative Assistant II. This is a highly responsible position providing administrative support to theBureau Chief of General Servicesand the unit managers.

DUTIES & RESPONSIBILITIES:

Provides administrative support to the Bureau Chief wand unit managers.

Prepares reports and correspondence using Microsoft Word & Excel.

Creates and maintains purchase orders for the bureau pertaining to daily operations. Reconciles invoices using the MyFloridaMarketPlace System, and P-Card invoices using Works.

Coordinates, schedules and set up conferences and meetings.

Maintains and reconciles the budget for the bureau.

Serves as the HR liaison for the bureau, which includes coordinating all personnel actions.

Assists supervisors and staff with coordinating travel arrangements. Creates travel documents using the Statewide Travel Management System (STMS).

Assists section supervisors and all other staff with special projects.

Performs other related duties as required.

CANDIDATE PROFILE (application) must be completed in its entirety.

• Include supervisor names and phone numbers for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of entering work history.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES :

Ability to collect data relating to administrative functions such as human resources, purchasing or report writing

Ability to prepare correspondence and administrative reports

Ability to understand and apply applicable rules, regulations, policies and procedures

Ability to work independently

Ability to prepare PowerPoint presentations.

Ability to handle confidential information

Ability to plan, organize and coordinate work assignments

Ability to communicate effectively

Ability to establish and maintain effective working relationships with others

Knowledge of administrative principles and practices

Knowledge of office procedures and practices

Knowledge of the principles and techniques of effective communication

PREFERRED QUALIFICATIONS:

An associate's degree from an accredited college or university and three years of administrative experience. Administrative or clerical experience cansubstitute on a year-for-year basis for the required college education.

Experience with creating and maintaining reports in Microsoft Excel.

Experience in creating executive correspondence in Microsoft word.

Experience with creating purchase requisitions in MyFloridaMarketPlace.

ADDITIONAL PREFERENCE MAY BE GIVEN TO CANDIDATES WITH:

Experience with MyFloridaMarketPlace (MFMP).

Experience with state travel procedures and creating travel authorizations and reimbursements using the Statewide Travel Management System (STMS).

Experience with reconciling P-Card Transactions using the Works system.

Experience as a HR liaison, or assisting with personnel related tasks such as: creating advertisements, scheduling interviews, submitting new hire packets,

and timekeeper duties.

SPECIAL NOTES:

All prospective candidates will be subject to a sex offender check, criminal background checks (state, local and national) and pre-employment drug

screening for direct care positions.

DJJ participates in E-Verify (Employment Eligibility).

When identified on a position description, a valid driver’s license is required.If initially hired with an out-of-state license, the Florida resident must obtain

a valid Florida state driver’s license within 30 days of hire. Licenses suspended or revoked for any reason, work permits (Business

purpose/Employment/education only licenses) and some types of restricted licenses are not acceptable.

Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

Location

TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32308