Job Information
MyFlorida ADMINISTRATIVE ASSISTANT II - 37010822 in TALLAHASSEE, Florida
ADMINISTRATIVE ASSISTANT II - 37010822
Date: Sep 3, 2024
The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .
Requisition No: 836714
Agency: Environmental Protection
Working Title: ADMINISTRATIVE ASSISTANT II - 37010822
Pay Plan: Career Service
Position Number: 37010822
Salary: $3,154.37 Monthly
Posting Closing Date: 09/17/2024
Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)
Administrative Assistant II
State of Florida
Department of Environmental Protection
Our Organization and Mission:
The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to create strong community partnerships, safeguard Florida’s natural resources and enhance its ecosystem.
The Work You Will Do:
The Administrative Assistant II, 37010822, is in the Division of Environmental Assessment and Restoration’s Water Quality Program in Tallahassee, FL. The position is responsible for assisting staff in the program and division with processing with various administrative tasks, including purchasing, contract management, and travel processing. Responsibilities include managing travel vouchers, using a State Purchasing Card, processing invoices and purchase orders via MyFloridaMarketPlace, maintaining office supplies, and managing contracts and inventory. The role also involves reconciling expenditures with budget coordinators, providing guidance on purchasing protocols, and supporting contract managers. Additionally, the position may involve coordinating personnel activities, training program staff, and managing property inventory for the program.
The Difference You Will Make:
Water and natural resources are the foundation of Florida's communities, economy, and way of life. The Division of Environmental Assessment and Restoration (DEAR) is charged with protecting, maintaining, and improving the quality of Florida’s springs, rivers, lakes, estuaries, and coastal waters. DEAR team members provide the department and other resource agencies with the highest quality laboratory services available; provide technical support to the department and the public regarding water quality analysis and data quality assurance (QA); manage water quality data repositories for data storage and use by the department, other agencies and the public; and work together to monitor and assess Florida’s surface water and groundwater quality, develop strategies to reduce pollution, and work closely with local stakeholders to implement comprehensive restoration strategies that improve the lives of all Floridians and preserve aquatic resources for generations to come.
How You Will Grow:
DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.
Where You Will Work:
Tallahassee - Tallahassee, Florida’s Capitol City, lined with rolling hills, oak trees, and canopied roads combines old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career.
The Benefits of Working for the State of Florida:
Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:
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 click www.myfrs.com );
Flexible Spending Accounts;
Tuition waivers;
And more!
For a more complete list of benefits, visit www.mybenefits.myflorida.com .
Pay: $3,154.37 Per Month
Your Specific Responsibilities:
The position is responsible for assisting staff in the program and division with processing travel and travel vouchers, obtaining and using a State Purchasing Card, clearing charges in WORKS, purchase orders through MyFloridaMarketPlace/Ariba on Demand, processing invoices, uploading documents into OCULUS, and obtaining a WEX fuel pin. This position ensures all forms required by the department are properly completed and submitted in a timely manner and follows up with actions as needed within the program. Provides guidance to staff and prepares guidance documentation, as needed, about purchasing protocols and rules.
Works with the division budget coordinator, program administrator, and environmental administrators to reconcile expenditures and resolve issues. Maintains and orders office supplies, copier materials and other materials necessary for the program. Maintains an inventory for records of computer property, equipment, and software. Maintains contract files, tracks and submits invoices, submits purchase order requests, seeks quotes from contractors for goods and services. Maintains/renews annual contract/purchase order, and any communicates with contractors for printer and office equipment.
May assist with coordinating personnel activities with the Division Human Resource Liaison, including the distribution of routine personnel-related information received from the Division Office to managers and employees, and aiding managers with Pre-Hire and Post-Hire documents and Notices of Separations. Assists with time and attendance.
Provides training and direction to program staff, and when needed, provides support to administrative staff in other programs. Tracks and provides reminders to staff for mandatory training activities for program staff.
Responsible for property management for the Water Quality Monitor Program. Coordinates with section administrative staff to meet annual property inventory deadlines. Tracks property for the program.
Receives and routes telephone calls, records messages and answers questions that involve routine program matters. Performs other related and special assignments as required.
Required Knowledge, Skills, and Abilities:
Knowledge of administrative principles and practice.
Knowledge of office procedures and practices.
Knowledge of the methods of data collection.
Knowledge of the principles and techniques of effective communication.
Knowledge of Microsoft Office Suite software, specifically Excel, Word, and Adobe Pro.
Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
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.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to learn new computer software and use it effectively.
Ability to learn new protocols and procedures and implement them effectively.
Knowledge of the Florida Purchasing Card Program.
Ability to prepare data spreadsheets.
Ability to establish and maintain effective working relationships with others.
Knowledge of MyFloridaMarketPlace .
Required or Preferred Qualifications:
An associate’s degree from an accredited college or university and one year of verifiable related work experience; or any combination of post-secondary education or verifiable related work experience for a total of two years.
Other Job Related Requirements for this position: Valid Driver License.
This position is designated as a Position of Special Trust in accordance with DEP-422 (Positions of Special Trust or Responsibility). Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.
DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following email addresses:
HR_VeteransPreference@dep.state.fl.us
HR_Recruitment@ FloridaDEP.gov
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
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.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.
Location:
TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32316
Nearest Major Market:Tallahassee