ADMINISTRATIVE ASSISTANT II - 80081456 1

State of Florida•TALLAHASSEE, FL

8d•Onsite

About The Position

The incumbent in this position serves as an administrative assistant for the Office of Educational Services and the Office of Florida Youth College (FYC), including, but not limited to, correspondences, purchasing commodities and services, property inventory management, payment processing, and the completion and maintenance of all personnel-related documents and files. The successful candidate must be detailed-oriented, possess problem-solving skills, a high level of organizational and prioritizing skills, and maintain a professional appearance. The position will act as an official Purchasing Card, Purchasing, General Services, Communication and Human Resources Liaison for the Educational Services bureau and will be responsible for ensuring that all policies and procedures related to these areas are communicated to bureau staff and adhered to as outlined in policy. As part of these roles, the position will review, update, and sign off on Purchasing Card charges; manage all property inventory; perform yearly inventory reconciliation, handle surplus property activities, and prepare all necessary documents for filing with General Services. Assist in maintaining Education leadership calendars and manage phone messages. Schedule meetings and respond to emails/phone messages on behalf of leadership as directed and delegated. Draft and prepare correspondence and maintain all incoming and outgoing files for the Office of Educational Services and FYC. Development of authorization to incur travel expense forms; request state vehicle for travel, audit and review of all travel voucher requests submitted to ensure compliance with Department policy and procedure. Assist in reviewing administrative activities, coordinating special projects or activities to ensure the integrity of the product and maintain a team-oriented environment. Assists FYC with functions by ensuring Community Reentry Team and Transition Service Meeting notifications are added to FYC staff calendars daily, ensure that FYC referrals are processed on a regular basis, and add all youth certifications and CTE program information into the FYC youth’s digital portfolio. The position will be responsible for preparing all purchasing requisitions in MyFloridaMarketPlace. Following up to ensure Purchase Orders are issued and goods/services are received, authorizing payment to vendors, and maintaining documentation to support all bureau purchases. In this role, the position will monitor terms of contracts and ensure that renewals are completed timely. As Human Resources Liaison for the Bureau, the position will prepare and coordinate all personnel actions in People First, maintain personnel files, keep up-to-date position descriptions for all bureau staff, submit classification packages, when necessary, prepare hiring packages in the Human Resource Employment System (HRES), track background screening information for staff; ensure timely rescreening as dictated by policy. and assist the bureau staff with personnel-related questions and issues. Responsible for maintaining training records for all staff in the SkillPro system; ensure notifications are sent when recertification is required. Drafts all office correspondence and blue sheets. Routes correspondence as appropriate and maintains files. Responsible for office supply purchasing and managing the lease copier supplies; including checking the toner levels and changing toner as necessary. Processing the monthly cell phone invoices, monthly cell phone verifications and office copier leases, and serves as the Safety Coordinator. Performs other related duties as required.

Requirements

Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of methods of data collection.
Knowledge of the principles and techniques of effective communication.
Knowledge of MyFloridaMarketPlace.
Ability to collect, evaluate, and analyze data related to administrative functions.
Ability to prepare correspondence and administrative reports.
Ability to 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.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
A minimum of High School diploma (or GED) and three years of office administrative and/or secretarial experience.
A certificate in secretarial/clerical training can be substituted for one year of the required experience.

Nice To Haves

Proficiency in Microsoft Office 365 (Word, Excel, SharePoint and Outlook applications).
Experience in AOD/MFMP.
An associate degree can substitute for two years of required experience.
A bachelor’s degree from an accredited college or university can substitute for the required years of experience.

Responsibilities

Serve as an administrative assistant for the Office of Educational Services and the Office of Florida Youth College (FYC).
Handle correspondences, purchasing commodities and services, property inventory management, and payment processing.
Complete and maintain all personnel-related documents and files.
Act as an official Purchasing Card, Purchasing, General Services, Communication and Human Resources Liaison for the Educational Services bureau.
Review, update, and sign off on Purchasing Card charges.
Manage all property inventory and perform yearly inventory reconciliation.
Handle surplus property activities and prepare necessary documents for filing with General Services.
Assist in maintaining Education leadership calendars and manage phone messages.
Schedule meetings and respond to emails/phone messages on behalf of leadership.
Draft and prepare correspondence and maintain all incoming and outgoing files for the Office of Educational Services and FYC.
Develop authorization to incur travel expense forms, request state vehicles for travel, and audit/review travel voucher requests.
Assist in reviewing administrative activities and coordinating special projects or activities.
Ensure Community Reentry Team and Transition Service Meeting notifications are added to FYC staff calendars daily.
Ensure FYC referrals are processed on a regular basis.
Add all youth certifications and CTE program information into the FYC youth’s digital portfolio.
Prepare all purchasing requisitions in MyFloridaMarketPlace.
Follow up to ensure Purchase Orders are issued and goods/services are received.
Authorize payment to vendors and maintain documentation to support all bureau purchases.
Monitor terms of contracts and ensure that renewals are completed timely.
Prepare and coordinate all personnel actions in People First.
Maintain personnel files and keep up-to-date position descriptions for all bureau staff.
Submit classification packages and prepare hiring packages in the Human Resource Employment System (HRES).
Track background screening information for staff and ensure timely rescreening.
Assist bureau staff with personnel-related questions and issues.
Maintain training records for all staff in the SkillPro system and ensure notifications are sent when recertification is required.
Draft all office correspondence and blue sheets.
Route correspondence as appropriate and maintain files.
Responsible for office supply purchasing and managing the lease copier supplies.
Process monthly cell phone invoices, monthly cell phone verifications, and office copier leases.
Serve as the Safety Coordinator.
Perform other related duties as required.