ADMINISTRATIVE ASSISTANT II - 48003635

About the Role

The incumbent in this position works independently assisting management in the coordination of administrative tasks and/or assignments which are complex in nature and very broad in objective with integration of diverse functions. Work involves the performance of administrative activities which involve independently planning administrative objectives and priorities. Work also involves the independent formulation, analysis and recommendation of changes in policies, rules and regulations. Self-direction is required, and the incumbent must be capable of setting priorities and assisting in a variety of activities. This position requires proficiency in the use of computer software for word processing, spreadsheets, PowerPoint presentations, and managing databases.

Responsibilities

• Serves as the timekeeper for the Bureau of Vendor and Contracted Services; maintaining attendance and leave records and timely submitting each record in the People First System. Timesheets will be completed in the People First system by the 5th business day of the following month. Responsible for the timely submission of leave without pay to avoid overpayments. Confidentiality of these matters will be maintained at all times.
• Planning, initiating, and completing administrative and clerical duties providing back-up to the DVR HQ receptionist including the DVR HQ security system
• Managing records and files for the bureau, and their appropriate disposal
• Serving as the property custodian for the bureau and maintaining property records
• Maintaining calendars and itineraries
• Preparing memoranda, reports, and letters
• Developing and analyzing spreadsheet, graphs, and charts of data as required
• Responding to telephone inquiries by referring calls, providing information and making appointments
• Maintaining and reviewing current DVR policies, procedures, and rules and makes recommendations for possible revisions
• Requesting office supplies and office materials using the centralized VR HQ Purchase Request system
• Generating purchase orders as necessary for specialty items for the bureau
• Preparing, tracking, amending, canceling or closing-out purchase orders and p-card transactions
• Ensuring that services and commodities are procured accurately and received timely
• Tracking budget allocations, encumbrances, expenditures, reconciling monthly expenditures, and briefing the supervisor
• Preparing and processing travel authorizations and reimbursements
• Coordinating travel logistics and itineraries
• Tracking travel expenditures and projecting estimated cost for planning purposes
• Assisting with meeting planning to include meeting logistics, transportation, training materials, schedules, registrations, travel, and hotel/meeting space logistics (meeting room space requirements, hotel sleeping rooms, banquet services, audio-visual equipment, on-site meeting management, ADA accommodations; reconciling all bills)
• Special projects
• Performs other related duties and responsibilities as required.

Qualifications

The employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions. The employee must interact courteously with others. The employee's performance and behavior must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. Attendance is an essential function of this position.

Knowledge, Skills, and Abilities

• Knowledge of: office procedures and practices; the principles and techniques of effective communication; methods of data collection; basic arithmetic; meeting planning.
• Ability to: understand and apply applicable rules, regulations, policies and procedures; deal with the public in a tactful and courteous manner; perform basic arithmetical calculations; work independently; utilize problem-solving techniques; plan, organize and coordinate work assignments; communicate effectively; establish and maintain effective working relationships with others.

Pay

$2,896.67-$3,186.34

Benefits

• State of Florida Retirement - 3% Employee Contribution Required
• 10 Paid Holidays annually
• 104 Hours of Paid Annual Leave annually
• 104 Hours of Paid Sick Leave annually
• Health Insurance for Individual or Family Coverage – State pays 80% of premium
• Life Insurance – State pays premium for $25,000 basic term life insurance for full time employee
• Additional supplemental insurances available such as dental, vision, etc.
• Tax Deferred Medical and Child Care Reimbursement Accounts available