Administrative Assistant Ii - Ses - 80056793 1

Requisition No: 818310
Agency: Juvenile Justice
Working Title: ADMINISTRATIVE ASSISTANT II - SES - 80056793 1
Pay Plan: SES
Position Number: 80056793
Salary: $1,420.00 Bi-Weekly
Posting Closing Date: 12/19/2023
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The Department of Juvenile Justice salutes our heroes.
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We value the service given to our country and support the hiring of service members and military spouses.
LOCATION, CONTACT AND SALARY INFORMATION:
Location: Residential Services, Central Region, Lakeland
Contact Person: Laura Buen, (850) 717-2534
Minimum Starting Salary: $1,420.00 Bi-Weekly. (In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum starting salary identified above or up to 5% of the employee's current rate, whichever is higher.)
DUTIES AND RESPONSIBILITIES:
Provides comprehensive assistance and office management to the Regional Director by managing and coordinating tasks and assignments for both the Central and South Region. This includes but is not limited to assumes the lead role in the coordination and completion of various reports, recommendations, and/or responses to correspondence; processes, develops, and reviews and composes a variety of correspondence and reports, researching subject matter and preparing replies.
As directed by Commitment Chiefs and Program Support Supervisors, coordinates, and disseminates information to region staff/programs/facilities in a timely manner. Maintains updated contact information for program facility administrators and corporate contacts.
Provides administrative assistance to the Central and South Regional Office as needed.
Establishes a tracking system for assignments within each region on behalf of the Regional Directors for Central and South as well as SMAII positions.
Ensures proper and expeditious handling of correspondence and due date materials. Ensures correspondence is prepared and presented error free and in compliance with good business practices and departmental policy. Maintains working files and current information on related policies and procedures.
Performs purchasing and fiscal duties and other major office functions. Primary purchaser for Central and South Residential regional office staff. Information Resource Request (IRR) Requester for the regional offices. Processes purchase orders and invoices for payment. Pays all invoices where Purchase card is the method of payment as well as any other payments deemed required by leadership. Maintains working files for all invoices and purchase orders received and processed. Obtains quotes and prepares purchase requisitions, including all fiscal year blanket purchase requisitions for services for state-owned buildings and vehicle repairs/maintenance for all vehicles in our inventory.
Assists with upkeep of office building maintenance issues in both the Central and South Region - i.e. annual fire inspection, damage to offices (water leaks, plumbing problems, cleaning of carpet and floors, alarm system repair, telephone service repair, A/C repairs, etc.). Primary on-site contact for all vendors.
Ensures maintenance and repairs for office equipment (i.e. computers, printers, fax, and copiers). Purchases and maintains postage and FedEx supplies for the office. Replenishes Sunpass funds for the regional account. Orders all office supplies, furniture, and equipment for the regional office.
Assists with advertising position vacancies, hiring packets, and personnel requirements as needed.
Coordinates meeting arrangements, including securing meeting space, making notifications to appropriate attendees; prepares agenda and completes and distributes meeting minutes.
Prepares travel vouchers and secures original receipts for regional office staff in the Central and South Region. Collects data for use in preparation of travel vouchers, ensures codes are correct, and obtains appropriate supervisor's signature.
Performs other related duties as assigned.
MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of administrative principles and practices, office procedures and practices, and methods of data collection.
Knowledge of the principles and techniques of effective communication.
Knowledge of Ariba on Demand (AOD), People's First, Microsoft Office, P-Card Works, Statewide Travel Management.
Ability to collect, evaluate, and analyze data related to administrative functions, such as Personnel Action Reviews, personnel-related activities, purchasing, or report writing.
Ability to prepare correspondence and administrative reports, understand and apply applicable rules, regulations, policies and procedures, and utilize problem-solving techniques.
Ability to work independently, plan, organize, and coordinate work assignments, communicate effectively and establish and maintain effective working relationships with others.
PREFERED QUALIFICATIONS:
Two or more years of experience in the areas of administrative functions, purchasing, invoice processing, Ariba on Demand (AOD), People's First, Microsoft Office, P-Card Works, Statewide Travel Management.
SPECIAL NOTES:
All prospective candidates will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening for direct care positions.
DJJ participates in E-Verify (Employment Eligibility).
When identified on a position description, a 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.
Candidate Profile (application) must be completed in its entirety
Include supervisor names and phone numbers for all periods of employment.
Account for and explain any gaps in employment so that the hiring process is not delayed.
Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
It is unacceptable to use the statement "See Resume" in place of entering work history.
If you experience problems applying online, please call the People First Service Center at (877) 562-7287.
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.