Ops Public Safety Administrative Assistant - 72901256 1 1

Requisition No: 817151 

Agency: Management Services

Working Title: OPS PUBLIC SAFETY ADMINISTRATIVE ASSISTANT - 72901256 1 1

Position Number: 72901256 

Salary:  $21.00 per hour 

Posting Closing Date: 03/15/2024 

OPS Public Safety Administrative Assistant
Division of Telecommunications
State of Florida Department of Management Services
This position is located in Tallahassee, FL

Position Overview and Responsibilities:

Utilizing a broad range of advanced level administrative activities to support the division and bureau's operations, including assisting the Office Operations Manager with daily office management, budget, purchasing, reporting, and other major office functions.

• Assists the Office Operations Manager with preparing and processing bureau budget allocations, reconciling monthly expenditures, and filing reports. Track purchasing approvals and processes invoice payments in the Ariba on demand system within established guidelines and procedures. Under the supervision of the Bureau Office Operations Manager, manages the Bureau of Public Safety's expenditures. Uses SunCom for purchasing and invoicing as needed.

• Complete inventory and procurement of office supplies for the unit. Processe procurement of vendor services through MFMP.  Conduct research, gather, prepare, and compile data for legislative budget in support of Division of Public Safety long-range program plans and objectives.

• Coordinate with the Bureau Office Operations Manager in preparing and publishing meeting minutes and agendas. Responsible for managing conference rooms, meeting preparations and makes appropriate meeting notifications. Coordinate and/or presents at statewide and regional conferences, meetings, and workshops.

• Manage the creation, verification, and submittal of travel authorizations and reimbursements. Assist in coordinating travel arrangements for staff, inputs and tracks approvals and reimbursements in the Florida Statewide Travel Management System, and ensures actions and requests are addressed promptly.

• Assist the Public Safety Bureau Office Operations Manager in the management of Division Fleet Vehicles including monthly reports, logs, and coordinating vehicle outfitting.

Knowledge, Skills, and Abilities:

• Excellent oral & written communication, process improvement, and change management.
• Knowledge of and experience with FL Accountability Contract Tracking System (FACTS).
• Knowledge of and experience with Ariba on Demand (AOD), MyFloridaMarketPlace (MFMP), FLAIR, P-Card Works, and Statewide Travel Management System (STMS).
• Ability to communicate clearly and effectively using excellent customer service skills.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable statutes, rules, regulations, policies, and procedures relating to management.
• Ability to plan, organize and coordinate work assignments.
• Ability to work independently.
• Ability to solve problems and make decisions.
• Ability to maximize the use of technology to gain effectiveness and meet required deadlines.
• Ability to keep the focus on change, communicating regularly, backing up action plans with deadlines and progress reports, and driving issues to closure.
• Ability to organize data into a logical format for presentation in reports, documents, and other written materials.
• Ability to conduct fact-finding research and utilize problem-solving techniques.
• Ability to organize data into logical format for monitoring reports, documents, and other written materials.
• Ability to demonstrate good communication skills, both written and verbal.

Minimum Qualifications:

• Experience with Ariba on Demand.
• Experience with Microsoft Office, particularly Excel.

Preferred Qualifications:

• A Florida Certified Contract Manager Certification (FCCM).
• Ability to evaluate and analyze documents, processes, and information for compliance with contractual language and laws, rules, regulations, and procedures.
• Knowledge of and experience with Adobe software is preferred.

Our Organization and Mission:

DMS is a customer-oriented agency responsible for managing the various business and workforce-related functions of state government. Under the direction of Governor Ron DeSantis and DMS' Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, technology, telecommunications, private prisons, fleet, and federal property assistance programs utilized throughout Florida's state government.  It is against this backdrop that DMS strives to demonstrate its mission, "We serve those who serve Florida." Under the leadership of DMS Secretary Pedro Allende, DMS' employees embody four pillars on a daily basis: lead by example, serve with excellence, create efficiencies, and challenge the status quo.

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.myflorida.com
DMS.Veterans@dms.myflorida.com
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. Additional background screening may be required by tenant agencies based on position assignments or access requirements.

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.