ADMINISTRATIVE ASSISTANT I - 72000786

State of Florida • Tallahassee, FL

6d • Onsite

About The Position

This is an on-site position located in Tallahassee, FL. Incumbents filling this position will be responsible for providing assistance to the Business Support Services Bureau. Responsible for and responds to all requests and inquiries in a professional and courteous manner. The individual shall keep the supervisor fully informed regarding work-related activities, relevant issues, upcoming events and potential problems.

Requirements

• Experience with Microsoft Office programs (Excel, Word and Outlook).
• Knowledge of administrative principles and practices.
• The individual should be very organized, and able to proofread and edit documents accordingly.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to make decisions in the timely manner.
• Ability to prioritize workload.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Teamwork.
• Valid driver’s license.
• Experience with State of Florida State Travel Management System (STMS)
• Experience with MyFloridaMarketplace (MFMP)

Responsibilities

• Processes travel authorizations, including reservations (hotel, car, flight) that may be required, routing for signature. Travel authorizations are processed within five business days of receipt of request.
• Processes travel reimbursement vouchers for staff’s vicinity, training and meeting travel. Employee creates travel reimbursement for traveler and submits to their supervisor for approval within 24 hours of receiving the PCard receipts from traveler, logging each step into the travel tracking spreadsheet so it is up to date.
• Maintain up-to-date log sheets for all authorizations and reimbursements.
• Prepare, track and submit all travel PCard daily forms, ensuring all receipts are processed within 12 hours of receipt and electronically date stamped.
• Provide updated Sun Pass transponders for travelers. Replenish transponder funds, as needed.
• Reviews division requests for telephone services and commodities, processes Communication Service Agreements (CSA’s) for required services as needed and maintains complete files of CSA’s and control of CSA billing numbers.
• Processes monthly invoices for Verizon cell phones, and air cards in the Department’s Verizon web portal.
• Distributes monthly cell phone usage memorandums to users for review, completes revenue transmittal for payments submitted from users for personal usage, and forwards to Finance & Accounting.
• Perform monthly reviews of the division's phone bills and ensure that phone lines are current. Send out monthly email reminders to staff to review their phone lines.
• Orders cell phones, land line phones and air cards; orders accessories and replacement of these devices on an as needed basis; and sets up for new smartphones which will be coordinated with Desktop IT Help Team.
• Coordinates telephone moves / installations with vendors for in-town facilities, with the exception of the CCOC complex which is coordinated through DIVTEL.
• Maintain the division telephone listing, including fax numbers and cell phone numbers, for distribution to Division employees.
• Responsible for coordinating, with Facilities Managers and DMS facilities requisition and purchase order requests. Pay contract invoices in a timely manner. Create annual requisitions for contracted services.

Benefits

• Comprehensive health coverage
• Low deductibles
• Low monthly out-of-pocket contributions
• FRS Pension Plan
• FRS Investment Plan
• Tuition waiver program within the state university and community college systems

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed