ADMINISTRATIVE ASSISTANT II - 42005922

State of Florida•Tallahassee, FL

33d•$43,000 - $47,301

About The Position

ADMINISTRATIVE ASSISTANT II FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES OFFICE OF AGRICULTURAL LAW ENFORCEMENT STATE PERSONNEL SYSTEM OPPORTUNITY -- ONLY CURRENT STATE PERSONNEL SYSTEM EMPLOYEES WILL BE CONSIDERED. The headquarters for this position is located in Tallahassee Administrative Assistant II Duties: ADMINISTRATIVE DUTIES: Functions as the lead administrative assistant for the Administrative Section. Prepares administrative reports, vehicle logs, and travel reimbursements. Assists with drafting memorandums, correspondence, policy revisions, and other documents at the direction of the supervisor or section major. Assists with compiling meeting notes and after meeting summaries. Works with other bureau and section administrative staff to provide assistance with reporting metrics and other needed data. ALTERNATE UNIFORM/EQUIPMENT LIAISON: Assists the OALE uniform administrative assistant as needed with issuance and maintenance of uniforms to sworn law enforcement personnel. Assists in maintaining the database to track equipment issued to new sworn employees, reorders of equipment for current sworn employees, and the retrieval of agency equipment from sworn employees separating from employment. Works with quartermasters to fill equipment requests. SHAREPOINT: At the direction of the supervisor, maintains the upkeep of information provided on the OALE’s internal Sharepoint site for Administration. This duty ensures the site stays up to date with relevant information including, but not limited to, updates to all bureau statistical data [works with other bureau AAs to retrieve this data] and all OALE points of contact. Utilizes tools such as Microsoft Power BI to graph statistical information for review by the supervisor and chief. CRM SYSTEM: At the direction of the supervisor, maintains Contact the Department customer relationship management system for the Office by reviewing the system daily for contacts and moving those needs to bureau subject matter experts within specific bureaus as appropriate. Works with the supervisor to determine whether items assigned to the Office are better addressed in another division and reassigns as required. Ensures contacts are updated appropriately and closed out within 21 days of receipt unless specific needs of the issue require otherwise. BACK-UP OALE CITATION/ NTA COORDINATOR: Ensures Citation Tracking Sharepoint site is up-to-date and accurate. Ensures all citation book assignments are updated and accurately reflected within the system. Ensures yearly audits are completed in accordance with accreditation standards. Prepares documentation for destruction requests with DHSMV. Prepares documentation for new citations if needed. Ensures an accurate and complete list of eligible citations for issuance to new sworn personnel. BACKUP RECEPTION DUTIES: Will provide back up to the Administrative Assistant position responsible for the front desk and phone coverage. Provides such backup during periods of sick leave, annual leave or lunch. Provides this assistance as part of a rotational group consisting of all other Administrative Assistant positions within Administrative Services. Provides support to OALE headquarters staff. Performs other duties as needed.

Requirements

A high school diploma or its equivalent and six (6) years of administrative or office support experience.
A postsecondary degree may be used as an alternative for years of experience on a year-for-year basis.
An equivalent combination of college education and experience which equals (6) years can substitute for the above requirements.
Requires possession of a valid driver license.

Responsibilities

Functions as the lead administrative assistant for the Administrative Section.
Prepares administrative reports, vehicle logs, and travel reimbursements.
Assists with drafting memorandums, correspondence, policy revisions, and other documents at the direction of the supervisor or section major.
Assists with compiling meeting notes and after meeting summaries.
Works with other bureau and section administrative staff to provide assistance with reporting metrics and other needed data.
Assists the OALE uniform administrative assistant as needed with issuance and maintenance of uniforms to sworn law enforcement personnel.
Assists in maintaining the database to track equipment issued to new sworn employees, reorders of equipment for current sworn employees, and the retrieval of agency equipment from sworn employees separating from employment.
Works with quartermasters to fill equipment requests.
Maintains the upkeep of information provided on the OALE’s internal Sharepoint site for Administration.
Utilizes tools such as Microsoft Power BI to graph statistical information for review by the supervisor and chief.
Maintains Contact the Department customer relationship management system for the Office.
Ensures Citation Tracking Sharepoint site is up-to-date and accurate.
Ensures all citation book assignments are updated and accurately reflected within the system.
Ensures yearly audits are completed in accordance with accreditation standards.
Prepares documentation for destruction requests with DHSMV.
Prepares documentation for new citations if needed.
Ensures an accurate and complete list of eligible citations for issuance to new sworn personnel.
Will provide back up to the Administrative Assistant position responsible for the front desk and phone coverage.
Provides support to OALE headquarters staff.
Performs other duties as needed.

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 (For more information, please visit www.myfrs.com;)
Flexible Spending Accounts;
Tuition waivers;

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