ADMINISTRATIVE ASSISTANT II-SES - 43000294

State of Florida•TALLAHASSEE, FL

6d•$50,000 - $55,000•Onsite

About The Position

This is an employment opportunity for current employees within the State Personnel System. The Administrative Assistant II - SES position is in the DIVISION of TREASURY, BUREAU of OFFICE OF THE DIRECTOR, located in TALLAHASSEE, LEON County. The role involves coordinating purchases through the My Florida Market Place (MFMP) system and FLAIR, ensuring accuracy and timeliness. It also includes training administrative staff on purchasing procedures, assisting Bureau Chiefs, and reviewing purchase requests for compliance with state regulations. The position handles invoice processing, P-Card management, travel processing, and copier contract renewals. Additionally, it serves as a liaison with Building Management for tenant requests, building access, and issue reporting. The role also involves preparing P-Card profiles and monthly reports, processing travel authorizations, and coordinating daily administrative tasks within the division. This includes answering calls, processing correspondence, maintaining personnel files, ordering supplies, and handling mail. The position acts as the Division's Internal Travel Agent for purchasing airline tickets and managing travel itineraries, authorizations, and reimbursements for key personnel. It also serves as the division's contact for website inquiries and requests for state warrants. Other duties include backup for Public Records, payment of phone and service billings, updating employee phone lists, coordinating conference room schedules, and providing backup support for other administrative roles.

Requirements

Two (2) years of experience as an Administrative Assistant, or Administrative Secretary.
A post-secondary degree from an accredited college or university may be used as an alternative for the years of experience on a year-for-year basis.
Proficient in Microsoft Word, Excel, and Outlook.
One (1) year working experience of My Florida Market Place (MFMP).
One (1) year working experience of State of Florida P-Cards.
Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective communication.
Ability to use correct spelling, punctuation and grammar.
Ability to type letters, memoranda and other standard business forms in correct format.
Ability to operate general office equipment.
Ability to handle telephone calls in a courteous and effective manner.
Ability to work independently.
Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
Ability to plan, organize and coordinate work assignments.
Ability to understand and apply applicable rules, regulations, policies and procedures relating to MFMP and P-Card’s.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Ability to exercise own discretion and independent judgement regarding matters of significance.
Ability to train administrative assistant staff in the policies and procedures relating to purchasing.

Nice To Haves

Working experience with FLAIR and WORKS.
Experienced in preparing travel arrangements, authorizations and reimbursements using STMS.
A bachelor's degree from an accredited college or university.

Responsibilities

Coordinates all purchases processed through My Florida Market Place (MFMP) system and FLAIR, ensuring proper and timely execution.
Trains and coordinates Division’s administrative assistant staff regarding purchase requisitions through MFMP.
Assists and trains Bureau Chiefs on purchasing processes.
Coordinates and reviews all purchase requests for accuracy and compliance with procurement practices (F.S. Chapter 287, F.A.C., Rule 60-1).
Receives and processes all invoices/receipts, checks Flair daily for purchases.
Functions as assistant to the Bureau of Collateral Management as a Requester in MFMP.
Ensures timely submission of all renewals for the new fiscal year and timely payment of invoices.
Ensures all Division copier contracts are renewed, updated, and functional.
Interprets and communicates rules, regulations, policies, and procedures related to purchasing.
Processes travel through Flair.
Processes blanket Purchase Orders through the MFMP system.
Verifies that all Purchase Orders are received and processed on time.
Manages Building Management IMPAK System and Building Access (badges).
Acts as liaison between Division staff and Building Management staff.
Enters all Tenant Service Requests for the Division into the IMPAK System for building issues (HVAC, housekeeping, maintenance).
Handles all requests for building access and notifies Building Management of new and departing employees.
Reviews and identifies errors in the Quarterly Building Access Report.
Handles complaints using discretion and independent judgment, determining if they need to be addressed by the Division Director and/or Building Management.
Prepares all new P-Card Profiles for new P-Card users.
Coordinates and prepares the monthly P-Card Accounting Monthly Report for approval.
Processes P-Card payments through Flair.
Processes all division travel authorization requests related to P-Card purchases, ensuring compliance with guidelines.
Coordinates daily administrative tasks and assignments within the Division office and Bureaus.
Answers all incoming calls and routes them to the appropriate staff member.
Processes a variety of correspondence, including confidential and privileged personnel-related matters, and maintains personnel files.
Places supply orders for Director’s Office, Investment Section, and Bureau of Collateral Management.
Processes incoming mail and routes it appropriately.
Prepares overnight mailings as needed.
Maintains files, receives incoming mail, and prepares a variety of correspondence.
Maintains confidential files on all division personnel.
Serves as the Division’s Internal Travel Agent, purchasing airline tickets etc. for other division employees as needed.
Handles all aspects of travel for the Division Director, Investment Section, and the Bureau Chief of Collateral Management: schedules and arranges travel itinerary, prepares travel authorizations and reimbursements.
Serves as the division’s contact person for all inquiries received through the division website, forwarding them to appropriate staff or preparing responses.
Serves as the central location for requests for state warrants sent through the division website, forwarding them to the appropriate staff.
Serves as Public Records backup for the Division’s Public Records Coordinator as needed.
Responsible for the payment of phone charges, air cards, and 800 service billings received from DMS.
Updates Treasury Employee Phone List for all division staff use and distributes it.
Coordinates Director’s and Collateral Management’s conference room scheduling.
Serves as backup for Administrative Assistant II (position # 43000342) in the Bureau of Funds Management as needed, including taking minutes or work notes.
Serves as backup for Senior Management Analyst I as needed.
Performs related duties as requested.