Administrative Assistant I
3 weeks ago
Position Overview and Responsibilities
The incumbent in this position provides customer service support for the Bureau of Business Support Services. The incumbent performs a variety of administrative duties and must independently handle office operations when needed.
Administrative Duties:
- Pick up and distribute incoming and outgoing mail daily.
- Handles tenant calls for cleaning service requests and complaints.
- Business card orders, employee reimbursements, revenue transmittals.
- Pickup and distribution bi-weekly paychecks and ID cards for regional facilities.
- Receives and coordinates incoming calls to the main REDM line.
- Assist all Bureaus within RDEM with special projects.
- Custodian Delegate for REDM/4050 inventory.
- Coordinate REDM Pool vehicle cleaning and maintenance.
- Process purchase orders and payment requests for contractual services.
Purchasing Duties:
- Obtains quotes for supplies and equipment.
- Follows up on status of orders, ensuring their completion and approval in a timely manner.
- Prepare and process PCard purchases.
- Assist with PCard audits.
Other Duties:
- Process monthly payment for monthly phone bills.
- Process monthly vehicle logs/WEX report.
- Process travel authorizations and reimbursements.
- Process or assist with MFMP orders and invoices.
- Serve as back-up point-of-contact for onboarding and offboarding.
- Serve as back-up for Tenant Service Announcements (TSA), monthly REDM Communication report, and public records requests.
- Serve as back-up for conference room reservations.
Knowledge, Skills, and Abilities:
- Knowledge of administrative principles and practices.
- Very organized, with the ability to proofread and edit documents.
- Knowledge of methods of data collection.
- Knowledge of principles and techniques of effective communication.
- Ability to understand and apply rules, regulations, policies, and procedures.
- Ability to utilize problem-solving techniques.
- Ability to work independently.
- Ability to plan, organize and coordinate work assignments.
- Ability to establish and maintain effective working relationships.
- Ability to make decisions timely.
- Ability to prioritize workload.
- Model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Teamwork.
Minimum Qualifications:
- Three years of secretarial or clerical work experience.
- Experience with State of Florida PCARD Works systems.
- Experience with MyFloridaMarketplace (MFMP) creating purchase requisitions, equotes and invoice processing.
- Experience with Microsoft Office programs (Excel, Word, and Outlook).
The Benefits of Working for the State of Florida: Employees enjoy top tier benefits with comprehensive health coverage, retirement options, and a tuition waiver program within state universities and community colleges.
Our Organization and Mission: The Florida Department of Management Services (DMS) efficiently manages real estate, procurement, human resources, and more, serving Florida’s state government.
VETERANS’ PREFERENCE: Eligible candidates receive preference in employment for Career Service vacancies and must attach supporting documentation with each submission.
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