ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 80080656The Bureau of General Services is seeking an Administrative Assistant II. This is a highly responsible position providing administrative support to the Bureau Chief of General Services and the unit managers.Provides administrative support to the Bureau Chief who supervises thirty-three employees.Conducts daily administrative functions including: copying, faxing, organizing, and maintaining records.Prepares reports and correspondence using Microsoft Word & Excel.Creates and maintains purchase orders for the bureau pertaining to daily operations. Reconciles invoices using the MyFloridaMarketPlace System, and P-Card invoices using Works.Coordinates, schedules and set up conferences and meetings for the chief.Maintains and reconciles the budget for the bureau.Serves as the HR liaison for the bureau, which includes coordinating all personnel actions for the section.Assists supervisors and staff with coordinating travel arrangements. Creates travel documents using the Statewide Travel Management System (STMS).Assists section supervisors and all other staff with special projects.Performs other related duties as required.Ability to collect data relating to administrative functions such as human resources, purchasing or report writingAbility to prepare correspondence and administrative reportsAbility to understand and apply applicable rules, regulations, policies and proceduresAbility to work independentlyAbility to prepare PowerPoint presentations.Ability to handle confidential informationAbility to plan, organize and coordinate work assignmentsAbility to communicate effectivelyAbility to establish and maintain effective working relationships with othersKnowledge of administrative principles and practicesKnowledge of office procedures and practicesKnowledge of the principles and techniques of effective communicationAn associate's degree from an accredited college or university and three years of administrative experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.Experience with creating and maintaining reports in Microsoft Excel.Experience in creating executive correspondence in Microsoft Word.Experience with creating purchase requisitions in MyFloridaMarketPlace.Experience with MyFloridaMarketPlace (MFMP).Experience with state travel procedures and creating travel authorizations and reimbursements using the Statewide Travel Management System (STMS).Experience with reconciling P-Card Transactions using the Works system.Experience as a HR liaison, or assisting with personnel related tasks such as: creating advertisements, scheduling interviews, submitting new hire packets, and timekeeper duties.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.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.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 clicking here.