OPS ADMINISTRATIVE ASSISTANT II - 37979039

State of Florida • Miami, FL

4d • $21 - $22 • Onsite

About The Position

This position supports four essential environmental programs that impact
the lives of Florida's citizens, either directly or indirectly. You will help a team of scientists working in the Coral Reef Conservation Program, the Biscayne Bay Aquatic Preserves, the Florida Keys Aquatic Preserves and the Florida Keys National Marine Sanctuary to protect our valuable and precious marine resources. There are also many opportunities to interact with the rest of the agency personnel in Tallahassee and other regions throughout the state of Florida.

The position is funded by the Coral Reef Conservation Program, but supports the administrative needs of several programs within the Southeast Region of the Office of Resilience and Coastal Protection (ORCP).
Primary responsibilities include requisitioning, accounts payable, inventory, bookkeeping, travel support, and public engagement.
The position does not supervise any other positions, but may provide guidance to interns and volunteers from time to time.

Requirements

• Knowledge of office management and accounting principles and techniques
• Skill with PC computers; Microsoft Word, Microsoft Excel, Adobe Acrobat
• Strong math and analytical skills
• Strong organization and time management skills
• Ability to be flexible, multitask, and meet tight deadlines
• Ability to utilize problem-solving techniques
• Ability to accurately manage a budget
• Ability to determine work priorities and ensure timely completion of work assignments
• Ability to demonstrate courteous and effective verbal and written communication with a diverse range of people
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to state procurement and contracts
• Ability to work in a team setting as well as work independently and complete tasks with attention to detail under minimal supervision
• Ability to establish and maintain effective working relationships with others
• Ability to lift a minimum of 35 lbs.
• At least 4 years of verifiable related experience in bookkeeping, coordination, or project management in a professional office. Post-secondary degrees may be used as an alternative for the required years of experience on a year-for-year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
• Valid Driver License

Nice To Haves

• Knowledge of marine resources and environmental management
• Skill in small boat handling and trailering, or the ability to acquire these skills.
• bachelor’s degree in business administration or accounting, experience with QuickBooks software, SCUBA diving qualification, small boat handling experience, knowledge of SE Florida’s marine ecosystems, flora and fauna. Spanish language skills are helpful, but not required.

Responsibilities

• Answer phone calls and emails, and greet visitors/couriers/vendors professionally and provide information, when possible
• Participate in all regional budget meetings with managers and coordinators, as scheduled
• Vehicle/vessel usage: monthly scan all regional vehicle and vessel logs, enter data/file into Oculus, e-file
• Fedex shipments: create online labels, prepare shipments, if needed, enter estimate in spreadsheet
• USPS Mail: retrieve and sort, deliver to offices, try to reduce the number of catalogs received
• Copier: order toner, call for service, refill paper, as needed
• Water filter: check for proper function and call for service, as needed
• Cell phone invoices: monthly reminder to staff, review, submit in ELFF as delegate, e-file
• Janitorial: create calendar appointment, schedule cleaning crew, and review/approve each service visit
• Conduct annual inventory according to the guidance from the Property Section and ORCP coordinator
• Property surplus/transfer/donations – prepare forms, get signature, email, e-file (secondary)
• Create requisitions in MFMP, track through approvals process to expedite, e-file PR and PO, email approved POs to requesters
• Research and obtain quotes for purchases or advise staff who are getting quotes, insurances, etc., including EQuote, as needed
• Annually (beginning in April), get quotes for new blanket PRs, scan, attach, submit, also project PRs
• Inventory office/janitorial supplies monthly, order through MFMP, maintain organized supply closet
• MFMP invoices: scan as needed, enter receiving info, update PPT or Contract Summary Form, receive in MFMP, submit invoice in MFMP, enter in spreadsheet, e-file, create new fiscal year e-files
• Utility invoices: review, scan, highlight info, enter in ELFF, enter in spreadsheet, e-file, send to FSC if unusually high
• Contract invoices: download FACTS contract summary form, get signature, review funding, submit in ELFF, enter in spreadsheet, e-file
• Non-travel expense reimbursements: Submit in ELFF, enter in spreadsheet, e-file
• Works pcard charges: audit and enter details in cost tracking spreadsheet
• Assist all staff with travel form-related questions, hotel suggestions, research flights (secondary)
• Travel Authorizations for self and proxy travelers – e-file trip forms, e-file final vouchers, enter costs into spreadsheet
• Participate in quarterly meetings to support the regional training liaison as needed
• Support the Monthly New Employee Orientations as requested
• 508 Compliance support
• Supports the Operations Manager with office equipment maintenance contracts and building maintenance, including any building/equipment emergencies (e.g., AC, plumbing, copy machine, computers, etc.)
• May provide assistance with meeting preparation and facilitation at both on-site and off-site venues
• Update business card formatting, print cards, and create luggage tags for staff, as needed
• May pilot a DEP vessel occasionally, if qualified
• Support outreach programs, as needed

Benefits

• Participation in state group insurance (must meet eligibility requirements).
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan, for more information, please visit Corebridge Financial).
• Flexible Spending Accounts

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed