ADMINISTRATIVE ASSISTANT III - 77071500

State-of-Florida; Tallahassee (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

Florida Fish & Wildlife Conservation Commission in Tallahassee seeks an Administrative Assistant III to support the Office of the Division Director. You will handle scheduling, correspondence, travel, purchasing, and awards processing for the Division of Law Enforcement.

The role requires meticulous data management, project support, and professional interaction with the public and staff, ensuring compliance with state policies and timely task completion.

Qualifications

• Knowledge of purchasing rules; property inventory, finance & accounting procedures, personnel and budget.
• Ability to prepare correspondence and administrative reports.
• Ability to use personal computer.
• Ability to work independently.
• Ability to establish and maintain effective working relationships with others.
• Ability to communicate with the public in a courteous manner

Responsibilities

• Provide general administrative support to the OMC Manager, Deputy Directors and staff.
• Route and track all incoming award nominations to the DLE Awards Committee for review and response; prepare letters and certificates for approval.
• Maintain award database and manage distribution of awards, medals and ribbons.
• Handle purchasing needs: create PO requests, process payments, and manage PCard expenditures with proper coding and documentation.
• Prepare travel authorizations and reimbursements per state guidelines; arrange conference registrations, hotels and flights.
• Assist with miscellaneous projects and respond to public inquiries about fishing and boating laws.

Skills

Purchasing rules

Property inventory

Finance & accounting procedures

Prepare correspondence

Personal computer

Independence

Public communication

Job description

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Requisition No:882732

Agency: Florida Fish and Wildlife Conservation Commission

Working Title: ADMINISTRATIVE ASSISTANT III - 77071500

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

DIVISION OF LAW ENFORCEMENT

DIVISION DIRECTOR 'S OFFICE

ADMINISTRATIVE ASSISTANT 3

LEON COUNTY / POSITION NUMBER 77071500

This position provides assistance to the OMC Manager, Deputy Directors and other support staff with general administrative support functions required for daily operation of the office. Works independently to assist staff with a variety of administrative tasks/functions which are often complex in nature.

Responsible for routing and tracking all incoming award nominations to DLE Awards Committee for review and response. Following response, writing individual awards letters and/or certificates for approval and signature. Responsible for mailing award letters, certificates, medals and ribbons (as appropriate) to the awardee’s Regional Commander. Maintains award database. Responsible for ordering and maintaining adequate supply of all award medals, ribbons, oak leaves and ribbon holders. Distributes all Service Award letters, certificates and service pins received from Human Resources.

Prepares requisitions in accordance with agency guidelines, maintains files for purchase orders, and processes invoices for payment in a timely manner. Completes Purchase Order Request form for any items, registrations, membership dues, etc., that require payment by purchase order. Completes PCard Works for all expenditures paid by p-card, ensuring correct budget coding, receipts and approvals are attached and justifications are noted. Responsible for submitting PO requests and documentation for payment of several memberships that the Division of Law Enforcement maintains (e.g., FPAC, FPCA, NAWEOA, SEAFWA, SLECA, NACLEC).

Serves as the Property Custodian for Deputy Chief, Deputy Director of Programs, and the Director’s Office. Assists with vehicle logs as needed.

Using STMS, prepares travel authorizations and processes travel reimbursements for office staff following state and agency guidelines, policies and procedures. Arranges for payment of conference or training registrations. When needed, make hotel reservations and flight accommodations.

Obtains needed specialty items, beyond standard office supplies, for the Director’s Office through the proper purchasing channels. Assists staff with special projects as directed. Answers questions from the public related to general fishing and boating laws.

Responsible for appropriate routing of incoming mail for General Headquarters and addresses mail issues for Mail Room personnel as needed. Opens and distributes mail to appropriate personnel. Prepares, edits, reviews and tracks correspondence from Director’s Office. Organizes and maintains filing system for the office. Assists in scheduling meetings and maintaining calendars for office personnel. Provides assistance to field personnel as needed on various assignments. Reviews various documents for accuracy and completeness prior to obtaining supervisory signatures.

Performs other duties as required.

Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of purchasing rules; property inventory, finance & accounting procedures, personnel and budget. Ability to prepare correspondence and administrative reports. Ability to use personal computer. Ability to work independently. Ability to establish and maintain effective working relationships with others. Ability to communicate with the public in a courteous manner

• Must pass a level 2 background check / fingerprints
• Must be able to work Monday-Friday, 8:00 – 5:00.
• Must have experience working with the State of Florida travel rules, purchasing rules, property inventory, and finance and accounting procedures
• Must be able to work in a very sensitive and confidential environment

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

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.