ADMINISTRATIVE ASSISTANT II - 80000924 1

State of Florida • Alachua, FL

22d • Onsite

About The Position

This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management, assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Incumbents may also train and supervise lower-level clerical staff. Some positions in the occupation may be responsible for coordinating work and supervising employees.

Requirements

• A high school diploma is required at the time of submission of the candidate profile.
• Must be employed by the Department of Juvenile Justice as this is an Internal Job Posting.
• Knowledge of business formats and office procedures.
• Knowledge of and ability to use Microsoft Office Software including, Word, Excel, Power Point and Outlook.
• Knowledge of administrative principles and practices.
• Knowledge of the methods of data collection and the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, human resources, purchasing & report writing.
• Ability to prepare correspondence and administrative reports.
• Understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem solving techniques.
• Ability to work independently, plan, organize and coordinate work assignments and communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Nice To Haves

• Experience with the State of Florida purchasing system (MFMP).
• Proficient in Microsoft Word, Excel Spreadsheets, Power Point and Outlook.
• Preference will be given to a candidate with three or more years of administrative related business experience.

Responsibilities

• Serves as the field liaison for Fiscal and General Service’s related activities.
• Coordinates, prepares, distributes and tracks complex and confidential reports, correspondences and other documents.
• Responsible for approving Accounting Financial Reports such as State Automated Accounting System (SAMAS) reports.
• Evaluates fiscal accountability, operational audits and other elements for management administration and operational function.
• Provides input on recommendations for budget expenditures.
• Participates in the Circuit spending plan meetings to ensure budget is managed and expenditures controlled.
• Orders supplies, ensures Direct Orders are completed timely for each fiscal year and oversees spending.
• Works with the state procurement system, ARIBA. (My Florida Market Place).
• Maintains expenditure reports and process payment approvals.
• Distributes required information to Finance and Accounting within specific timeframes.
• Communicates with contract providers, and headquarters staff; compiles, reviews, analyses and processes data for administrative decisions.
• Completes special assignments, research, and prepares reports.
• Performs other duties as assigned.

Benefits

• The Department of Juvenile Justice salutes our heroes.
• We are honored to have the opportunity to support our nation's veterans and their families.
• We value the service given to our country and support the hiring of service members and military spouses.
• 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).
• The State of Florida supports a Drug-Free workplace.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED