ADMINISTRATIVE ASSISTANT II - 55010965

State of Florida•TALLAHASSEE, FL

4d•$53,752 - $69,562•Onsite

About The Position

This position will receive calls for the Office of Inspector General (OIG) and route appropriately. The position will provide guidance for staff and complete all travel related actions for OIG staff. This position will serve as the OIG Training Coordinator, maintaining OIG training files, assisting with implementation and tracking OIG standardized training needs, and coordinate all training logistics. This position will serve as the property auditor for the OIG.

Requirements

Knowledge of administrative office principles and practices.
Knowledge of office procedures and practices.
Skilled in written and verbal communication.
Ability to collect, evaluate, and analyze data relating to administrative functions.
Ability to prepare correspondence and administrative reports.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to work independently.
Ability to handle confidential information.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Ability to use word processing, electronic spreadsheet, graphic presentation and database software programs, and mainframe applications.
Ability to use multi-line phone system.

Responsibilities

Receives all incoming calls to the Office of Inspector General main line and Department Fraud Hotline calls and routes to the appropriate staff member in a professional and courteous manner. Ensure that telephone messages are forwarded to appropriate staff. Handles the distribution of mail and assists with any questions regarding the mailing of documents.
Provides guidance and completes all travel-related actions for the Office of Inspector General, from creating travel authorizations through final reimbursement. Reviews all travel submissions for accuracy and required documentation, ensures compliance with travel rules and regulations, and forwards reimbursement vouchers to the Department of Transportation Comptroller with any necessary follow up. Serves as the primary liaison to the Comptroller on travel related procedures, updates, and regulatory changes
Serves as the Office of Inspector General’s Training Coordinator. Maintains the Office of Inspector General’s training files and database to meet Government Auditing Standards requirements for training. Assists in the development and maintenance of the training policies, procedures, and guidance for the Office of Inspector General. Assists in the implementation and tracking of the Office of Inspector General’s standardized training needs assessment processes. Coordinates with functional work units and proactively researches and identifies internal and external OIG training opportunities. Responsible for notifying staff of available training courses and managing the end-to-end registration and approval process and confirming enrollment. Coordinates all training logistics, including planning, schedules, agendas, and meeting documentation.
Serves as the primary purchasing agent for the Office of Inspector General, responsible for handling purchasing transactions for the office. Verifies that the goods or services ordered are properly received, ensuring proper invoices are received and are submitted timely for payment. Processes Purchasing Card transactions in the appropriate system as a Purchasing Card holder. Encumbers funds and creates Purchase Orders in My Florida Market Place. Reconciles and processes monthly purchasing transaction reports. Maintains purchasing files.
Serves as the property auditor for the Office of Inspector General and is responsible for scanning all office property during inventory periods annually.