ADMINISTRATIVE ASSISTANT III - SES - 80056772 1

State of Florida • TALLAHASSEE, FL

4d • Onsite

About The Position

This position provides complex administrative assistance to the Assistant Secretary and other management staff in the overall administration of the Office of Accountability and Program Support. This includes support for the Bureau of Monitoring and Quality Improvement, the Office of Fidelity, Accountability, and Support, and the Bureau of Procurement and Contract Administration. The role involves coordinating travel, serving as a Human Resources (HR) Liaison, acting as a Purchasing Liaison, processing Pcard requests, providing training and administrative support, maintaining files and office supplies, managing staff work schedules and contact information, monitoring reports, answering calls, updating the DJJ website, compiling executive leadership reports, creating binders, and serving as an Information Technology (IT) Liaison.

Requirements

• Knowledge of basic principles of administration.
• Ability to collect and evaluate data; organize data into logical format; compose correspondence and utilize problem-solving techniques.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to prepare reports relating to program functions.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively and establish and maintain effective working relationships with others.
• Valid driver’s license is required.
• If initially hired with an out-of-state license, the Florida resident must obtain a valid Florida state driver’s license within 30 days of hire.
• Licenses suspended or revoked for any reason, work permits (Business purpose/Employment/education only licenses) and some types of restricted licenses are not acceptable.
• Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle.
• 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). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

Nice To Haves

• Bachelor's degree

Responsibilities

• Provides complex administrative assistance to the Assistant Secretary and other management staff in the overall administration of the Office of Accountability and Program Support, including the Bureau of Monitoring and Quality Improvement, the Office of Fidelity, Accountability, and Support, and the Bureau of Procurement and Contract Administration.
• Coordinate acquisition and approval of all travel related documentation and reservation including but not limited to: Development of authorization to incur travel expense forms, airfare, lodging, per diem reimbursement and rental cars, as requested. Processes travel requests and reimbursements via the Statewide Travel Management System.
• Serves as the Lead Human Resources (HR) Liaison for the Office of Accountability and Program Support. Ensures compliance for hiring packages, reviews requisitions, coordinating all activities between the Bureau of Human Resources and Fidelity, Accountability, and Support, Monitoring and Quality Improvement, and Procurement and Contract Administration to include but not limited to scheduling interviews, conducting reference checks, processing advertisements, arranging office set-up for new employees. This position also acts as the compliance reviewer for all personnel actions.
• Serves as the Purchasing Liaison, responsible for creating all requisitions issued through the Departments procurement system (MyFloridaMarketPlace) and completes purchasing requests include supply orders as requested.
• Processes Pcard requests for all good and services for the Assistant Secretary and the Office of Accountability and Program Support’s approval.
• Provides training and administrative support to other administrative assistants as requested. Maintain files, records of correspondence, documents and reports as requested. Maintains office supplies as needed. Process routine matters within established timeframes and per policies.
• Performs administrative duties such as making sure all staff work schedules are kept current to include any flex days, ensures staff contact information is kept current for directory updates and organizational chart updates. Assists with monitoring the Aging Report and sending out reminders for closure. Answers incoming calls and provides follow-up messages as needed. Updates the DJJ website for the Office of Accountability and Program Support areas as needed. Compiles executive leadership reports on a weekly basis. Creates binders and print outs as requested.
• Serves as Information Technology (IT) Liaison responsible for completing Information Resource Requests (IRRs) and ordering IT supplies. Completes network and email access and deletion forms as needed.
• Perform other related 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level