Job Information
MyFlorida ADMINISTRATIVE ASSISTANT II - 72001523 in TALLAHASSEE, Florida
ADMINISTRATIVE ASSISTANT II - 72001523
Date: Sep 17, 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: 837706
Agency: Management Services
Working Title: ADMINISTRATIVE ASSISTANT II - 72001523
Pay Plan: Career Service
Position Number: 72001523
Salary: $47,500 - $48,600
Posting Closing Date: 10/01/2024
Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)
Administrative Assistant II
Division of Telecommunications
State of Florida Department of Management Services
This position is located in Tallahassee, FL
Position Overview and Responsibilities:
This is a highly professional administrative position. The incumbent in this position provides administrative support for the bureau of Financial Operations and the Contract and Project Management Office. This position reports directly to the Bureau Chief of Financial Operations and is responsible for the various administrativel duties associated with the various programs of the Bureau and the Contract and Project Management Office.
Specific duties and responsibilities include, but are not limited to:
Serves as Purchasing Liaison. Purchases commodities/services based on DMS policy, utilizing Ariba on Demand (AOD), formerly MyFloridaMarketPlace (MFMP), which includes the Punch-Out Catalog and E-Quotes when available or the Purchasing Card (P-card). Review P-card charges in WORKS and attach receipts. Bill Paying (recurring); pays monthly invoices. Contractors - tracks contractors’ hours, collects timesheets, updates payment log, and gathers data for annual contract. Tracks all requests through completion, maintains files on fiscal year basis, surveys section for supplies and places orders. Division FedEx contact. Division Verizon contact.
Runs and analyzes monthly financial reports from Communications Services Authorization and Billing (CSAB) database for vendor payments, customer revenue and collections. Assists with quarterly financial reporting.
Responsible for all travel related to Financial Operations Bureau and the Contract and Project Management Office.
Acts as property custodian for Financial Operations Bureau, Contract and Project Management Office, and the 411 Operators.
Manages computer refresh, maintains computer equipment, and peripherals for Financial Operations Bureau, Contract and Project Management Office, Engineering Bureau, Customer Service Bureau, the Director’s Office, and the 411 Operators.
Responsible for logging checks and completing revenue transmittal form.
Responsible for maintaining three copiers including toner, repairs and paper. Works with Contract and Project Management Office on lease negotiation for the copiers.
Designated Division Safety Coordinator for DivTel; attends Agency Safety Coordinator meetings/training as scheduled by DMS, attends quarterly Division Safety Meetings, and performs quarterly safety walk through to identify any safety hazards and notifies employee or DMS as appropriate for corrective action. Designated Fire Warden for section.
Responsible for maintaining Division COOP Call Tree including updates and distribution.
Backup to Administrative Assistant to the Director of Telecommunications.
Prepares office for new employees including computer, monitor, mouse, keyboard and other equipment and access needed is available prior to start date. Performs special assignments including support of other program personnel and confidential duties. Responsible for scheduling appointments and conferences, and keeping abreast of appointments.
Performs other related work and special projects as assigned.
Knowledge, Skills, and Abilities:
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships with others.
Ability to prepare and maintain a variety of financial reports.
Ability to understand and apply applicable rules, regulations, policies & procedures relating to procurement and travel.
Ability to solve problems and make decisions.
Ability to use Microsoft Excel to track financial information.
Integrity, Communication (Listening, Writing, Verbal, Interpreting), Respect, Excellence, Accountability, Teamwork, Empowerment.
Minimum Qualifications:
A high school diploma or equivalent is required.
At least two years Excel experience is required.
At least two years Administrative experience is required.
At least two years Ariba on Demand experience is required.
At least two years Purchasing Card experience is required.
Microsoft office experience is required.
At least two years Travel experience is preferred.
Our Organization and Mission:
Under the direction of Governor Ron DeSantis, Secretary Pedro Allende and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”
Special Notes:
DMS 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 provided email addresses:
DMS.Ability@dms.fl.gov
DMS.Veterans@dms.fl.gov
An individual with a disability is qualified if he or she satisfies the skills, experience, and other job related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
Successful completion of background screening will be required for this position.
Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.422 requires.
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, 32301
Nearest Major Market:Tallahassee