ADMINISTRATIVE ASSISTANT I - 37000535

State of Florida • North Miami Beach, FL

11d • Onsite

About The Position

This position is responsible for providing a high level of administration to the park manager in managing Oleta River State Park. The incumbent is expected at all times to be aware of and abide by the Department’s Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures, and/or general orders applicable to performing the duties of this position. Compliance with the processing requirements of Chapter 215.422, F.S. is mandatory. Persistent failure to comply with this section by any agency of the state shall constitute good cause for discharge of employees duly found responsible, or predominantly responsible, for failure to comply.

Requirements

• KNOWLEDGE OF: administrative principles and practices, standard business forms, office procedures, correct spelling, punctuation and grammar usage
• SKILL IN AND ABILITY TO: accurately and completely fill out forms and/or reports, act as authorized purchasing agent for My Florida Market Place and purchasing transactions, efficiently and accurately perform cash register transactions including cash handling and making correct change, transcribe dictation using notes, type letters, memoranda and other standard business forms in correct format, prepare and maintain financial records, maintain a budget and submit associated reports in established timeframes, organize files and other records, act as office receptionist, handle telephone calls and face to face interactions in a courteous and effective manner, maintain general ledgers and provide reports as needed, take the lead on assignments and responsibilities
• ABILITY TO: maintain a positive, can-do attitude, produce timely and effective results, perform basic arithmetical calculations, plan, organize and coordinate work assignments, communicate effectively verbally and in writing, establish and maintain effective working relationships with others, operate a variety of business and office machines, maintain a valid driver’s license, successfully complete background and fingerprint check
• Valid driver’s license
• Successful completion of background screening will be required for this position.

Responsibilities

• Meets simultaneous report deadlines critical to park operations daily, weekly and monthly.
• Assists park manager in planning, coordinating and implementing all administrative activities for required accounting procedures such as: annual revenue audits, purchase order audits, budget monitoring, oversight of fiscal data, contracts and records, development and promulgation of policies and procedures to implement Department guidelines.
• Implements and processes invoices, My Florida Market Place (MFMP) requisitions and purchasing card (P-card) transactions and other related items pertaining to the office administration for payment.
• Manages SAMAS/FLAIR reports, EMIS, Oculus, PPMTS database and future tracking systems.
• Sets up and maintains all files and records of correspondence, documents, reports, and other materials relating to park budget and purchasing.
• Researches and arranges for purchasing of goods and services.
• Prepares requisitions for goods and services and processes invoices in MFMP.
• Processes p-card transactions and performs other duties related to purchasing.
• Meets with vendors and users to discuss defective or unacceptable goods or services and determines corrective action.
• Ensures that all transactions adhere to the State’s purchasing guidelines.
• Acts as office manager.
• Assists in supervising lower level employees (toll collectors, OPS clerical).
• Provides assistance with routing and special correspondence relating to inquiries from the public, organizations or other governmental agencies relating to a wide variety of subjects including park information, operating policies/procedures, administrative rules, employment opportunities, facilities, services and various activities requiring specific knowledge of bureau philosophies, administrative rules and operating procedures.
• Receives and reads incoming mail, screens items that can be handled personally, forwarding remainder to supervisor or other park staff with necessary background material.
• Maintains tracking system to insure correspondence, reports and other work is performed in a timely fashion.
• Answers telephone, provides information and delivers messages.
• Monitors performance standards ensuring timely submission.
• Assists with daily ranger station opening procedures and revenue reporting and assists with operation as needed.
• Performs timekeeper functions and assists with hiring and talent management utilizing People First.
• Represents park manager at public meetings, meetings with individuals or organizations within the division and with other agencies and organizations.
• Handles special assignments, coordinates travel arrangements in and out of the district, makes travel and hotel reservations.
• Develops management reports and summaries of operating data on a variety of subjects for use in making decisions on management of park’s activities and services, this includes close liaison with park manager and assistant park manager.
• Assists park manager in planning, coordinating and implementing training sessions in areas such as multi-media first aid, CPR and safety.
• Assists with developing local publicity and publicity contacts for newspapers, radio, television and travel guides.
• Performs related work as required.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Tuition waivers

What This Job Offers

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