ADMINISTRATIVE & PURCHASING SPECIALIST - 72002531

Florida; Tallahassee (FL); On-site; USD 43,000 - 53,000; Full time

Job summary

The Florida Department of Management Services in Tallahassee is seeking an Administrative & Purchasing Specialist to support office operations, procurement, and inventory management within the Division of State Purchasing.

The role requires a high school diploma, at least one year of customer service, strong typing and data entry skills, and experience with procurement tools like Ariba, MFMP, or FLAIR. Candidates must be ready to cover administrative tasks and special projects.

Qualifications

• High school diploma or equivalent required.
• One year of customer service experience.
• Proficient typing and data entry; strong organizational skills.

Responsibilities

• General Office Support: manage contacts, order materials, onboarding, inventory tracking, and office supplies.
• Check Processing: receive and process checks per checklist.
• Office Procurement & Inventory/Facilities: purchase from approved suppliers, manage inventory, coordinate facilities activities.
• Administrative Assistant Coverage: ensure office coverage during business hours and absences.
• Special Projects: assist with CPO priorities and special tasks.

Skills

Typing

Data Entry

Organization

Reliable & Courteous

Education

High School Diploma

Valid Driver's License

Tools

Ariba

MFMP

FLAIR

Job description

Requisition No: 884177

Agency: Management Services

Working Title: ADMINISTRATIVE & PURCHASING SPECIALIST - 72002531

Pay Plan: Career Service

Total Compensation Estimator Tool

Administrative & Purchasing Specialist

Division of State Purchasing

State of Florida Department of Management Services

This position is located in Tallahassee, FL

Position Number: 72002531

Salary: $48,000

Posting Closing Date: 10/06/2026

Position Overview And Responsibilities

Specific responsibilities of the Administrative & Purchasing Specialist include, but are not limited to, the following:

General Office Support

• Assist with the maintenance of contact information for division employees. Order & invoice for business cards as requested and provide support for the onboarding of new employees to include inventory tracking and management, and initial office supply provision.
• Document management of paper-based and electronic materials as directed; proofread materials for consistency, grammar, and spelling; scheduling appointments; and other tasks such as scan, fax and copy, assembling binders, etc.
• Email Management including managing Purchasing Customer Service (PCS) and Single Source mailboxes, responding and forwarding emails timely and accurately. Mailboxes will be checked multiple times per day.
• Telephone support by answering promptly, professionally, and courteously; proactively address caller needs and route calls appropriately; taking messages and forwarding calls
• Back up Meeting coordination, as requested, by scheduling meetings based on date/time availability of staff, reserving the meeting space, and arranging for any needed audio/visual equipment or technology; prepare meeting correspondence and attending to take notes as requested.
• Mail Support by daily activities to receive, date stamp and sort paper-based and electronic mail as requested, and highlight any actions, deadlines and/or appointments. Arrange and follow-up on courier deliveries.

Check Processing

• Receive and process all checks received following Financial Management Services (FMS) checklist. All checks received to be processed and clocked into FMS on the date received.

Office Procurement & Inventory / Facility Management

• Make purchases (e.g., office supplies, toner, paper, etc.) from approved suppliers at agreed to prices utilizing eProcurement system. Manage inventories for purchased items to ensure no stock-outs and no excess inventory. Ensure service providers perform facilities management activities (e.g., office moves, cleaning, etc.). Manage Department wide POs as necessary. Serve as inventory liaison. Responsible for both the Division of State Purchasing and the Office of Supplier Development.

Administrative Assistant Coverage

• Work with Administrative Team to ensure adequate coverage throughout the office during all business hours (e.g., lunch), and in the absence of other Assistants.
• Fill in for Administrative team during times of absence.

Special Projects

• Assist with CPO priorities and with special projects as requested.

Knowledge, Skills, And Abilities

The Administrative & Purchasing Specialist should possess the following:

• Administrative - Proficient Typing, Data Entry, Organization, Reliable & Courteous
• Professional - Oral & Written Communication, Meeting & Presentation, Project Management
• Technology - eProcurement & eSourcing, Microsoft Office (Excel, Word, PowerPoint, Access)

Minimum Qualifications

• Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.422 requires
• Position requires sedentary work with repetitive motion
• Position of a high school diploma or equivalent
• Valid and applicable driver’s license
• One year of customer service experience

Preferred

• Prior government procurement/contract management experience.
• Experience using Ariba, My Florida Marketplace (MFMP) or FLAIR.

Our Organization And Mission

Under the direction of Governor Ron DeSantis, Secretary Tom Berger and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”

Special Notes

DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our agency recruiter for guidance and answers to questions through the following provided email addresses:

[e-mail]

[e-mail].

An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. For purposes of requesting reasonable accommodations, as mentioned above, the agency hiring authority is the DMS Human Resources office, which the candidate can reach at [phone].

Successful completion of background screening will be required for this position.

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.