ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 80026620 This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management, assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Incumbents may also train and supervise lower-level clerical staff. Some positions in the occupation may be responsible for coordinating work and supervising employees. Job Description: Serves as the field liaison for Fiscal and General Service's related activities. Coordinates, prepares, distributes and tracks complex and confidential reports, correspondences and other documents. Responsible for approving Accounting Financial Reports such as State Automated Accounting System (SAMAS) reports. Evaluates fiscal accountability, operational audits and other elements for management administration and operational function. Provides input on recommendations for budget expenditures. Participates in the Circuit spending plan meetings to ensure budget is managed and expenditures controlled. Orders supplies, ensures Direct Orders are completed timely for each fiscal year and oversees spending. Works with the state procurement system, ARIBA. Maintains expenditure reports and process payment approvals. Distributes required information to Finance and Accounting within specific timeframes. Communicates with contract providers, and headquarters staff; compiles, reviews, analyses and processes data for administrative decisions. Completes special assignments, research, and prepares reports. Performs other duties as assigned. Knowledge, Skills and Abilities: Knowledge of business formats and office procedures. Knowledge of and ability to use Microsoft Office Software including, Word, Excel, Power Point and Outlook. Knowledge of administrative principles and practices. Knowledge of the methods of data collection and the principles and techniques of effective communication. Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, human resources, purchasing & report writing. Ability to prepare correspondence and administrative reports. Understand and apply applicable rules, regulations, policies and procedures. Ability to utilize problem solving techniques. Ability to work independently, plan, organize and coordinate work assignments and communicate effectively. Ability to establish and maintain effective working relationships with others. Minimum Qualifications: A high school diploma is required at the time of submission of the candidate profile. Preferred Qualifications: Experience with the State of Florida purchasing system. Proficient in Microsoft Word, Excel Spreadsheets, Power Point and Outlook. Preference will be given to a candidate with three or more years of administrative related business experience. Special Notes: This position may require flexibility in work hours, depending on workload. 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). 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 clicking here.