administrative assistant ii - Tallahassee, United States - State of Florida

Description

Requisition No:

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT II

Pay Plan: Career Service

Position Number:

Salary: $3,062.49 Monthly

Posting Closing Date: 06/06/2024

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Administrative Assistant II

State of Florida

Department of Environmental Protection

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state's lead agency for environmental management and stewardship - protecting our air, water, and land. The vision of DEP is to create strong community partnerships, safeguard Florida's natural resources and enhance its ecosystem.

The Work You Will Do:

The Administrative Assistant II (position number is in the Division of Environmental Assessment and Restoration's Water Quality Evaluation and TMDL Program in Tallahassee and is responsible for providing administrative support for the program and works as a team member to provide support with other division staff. Administrative support duties include processing of travel vouchers/authorizations and ensuring purchase orders are properly completed and submitted on time and coordinating with program staff on rulemaking activities. The position tracks training related activities, provides guidance to staff on the travel approval process and procedures, submits external speaker engagement forms for approval, fulfills purchase orders using the state purchasing card and through My Florida Market Place and Ariba on Demand, provides updates on purchasing procedures, and maintains office supplies. The role of this position is important to the agency's mission to protect, restore, and maintain the health of Florida's waters.

The Difference You Will Make:

Water and natural resources are the foundation of Florida's communities, economy, and way of life. The Division of Environmental Assessment and Restoration (DEAR) is charged with protecting, maintaining, and improving the quality of Florida's springs, rivers, lakes, estuaries, and coastal waters. DEAR team members provide the department and other resource agencies with the highest quality laboratory services available; provide technical support to the department and the public regarding water quality analysis and data quality assurance (QA); manage water quality data repositories for data storage and use by the department, other agencies and the public; and work together to monitor and assess Florida's surface water and groundwater quality, develop strategies to reduce pollution, and work closely with local stakeholders to implement comprehensive restoration strategies that improve the lives of all Floridians and preserve aquatic resources for generations to come.

How You Will Grow:

DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

Where You Will Work:

The work location of this position is the Bob Martinez Center located at 2600 Blair Stone Road in Tallahassee (Leon County), Florida. The city hosts the Capital of Florida and seat of state government. The city is home to numerous parks offering outdoor activities, league sports and natural trails for running, hiking and biking. Tallahassee is located just 22 miles from the Gulf of Mexico, which is home to some of the world's top beaches. Florida State University, Florida A&M University, Tallahassee Community College and several smaller colleges in the region offer a hub for academic research, athletics, art, music and other student activities.

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions (For more information, please click );
• Flexible Spending Accounts;
• Tuition waivers;
• And more

For a more complete list of benefits, visit

Pay:

$3,062.49 Monthly

Your Specific Responsibilities:

This is an intermediate level position responsible for assisting with administrative tasks and assignments for the Water Quality Evaluation & TMDL Program staff. The position requires limited supervision and has some independent planning and establishment of administrative objectives and priorities.

Duties include but are not limited to: file management of various technical documents and correspondence, review comments, forms, and final drafts. Proofreads, correcting grammar, spelling, and punctuation as necessary. The position is responsible for assisting staff in the program with processing travel and travel vouchers, obtaining and using a State Purchasing Card, clearing charges in WORKS, purchase orders through MyFloridaMarketPlace/Ariba on Demand, processing invoices, uploading documents into OCULUS, assisting with time and attendance, obtaining a WEX fuel pin, and personnel documents and activities (as needed). This position ensures all forms required by the Department are properly completed and submitted in a timely manner and follows up with actions as needed within the Program. Works with the Division budget coordinator, Program Administrator, and Section Administrators to reconcile expenditures and resolve issues. Tracks all mandatory training activities required of Program staff and provides reminders to staff when training updates are pending. Make copies as needed. Maintains and orders section office supplies, copier materials and other materials necessary for the Program to perform its duties. Maintains an inventory for records of computer property, equipment, and software. Maintains/renews annual contract/purchase order, and any communications with contractor for printer equipment.

Manages the Watershed Evaluation & TMDL file room. Organizes and maintains the programs filing system (includes files located in the file room and electronic files on the Division shared drive), creates and maintains document filing standard operating procedures (SOP), sets up new files, ensures accuracy of filing data, maintains a tracking system, and ensures compliance of SOP. Assists staff and the public in retrieving and researching files. Coordinates the SOP with the applicable records retention schedules. Arranges for storage and retrieval of files from State storage facilities. Maintains office equipment, resources, and references in the Program library.

Provides administrative support for the Program's rulemaking activities. Prepares and distributes support materials, responds to requests for draft rule copies and associated information, maintains files and interested party mailing lists, and prepares notices for publication in newspapers and the Florida Administrative Register. Checks eDocLog on a routine basis and coordinates with Program attorney to ensure documents flow through the electronic tracking and approval system in a timely manner. Assists Program attorney and staff with tracking rulemaking packages through the process; helps implement the TMDL rulemaking checklists.

Receives and routes telephone calls. Responsible for answering and routing phone calls for the Program's main phone line, this includes recording messages and answering caller questions which may involve routine section matters. Provides technical assistance to the public including responding to requests for public materials.

Assists in Division coordinated projects requiring section expertise, as assigned by supervisor, and performs other duties as required.

May assist with coordinating personnel activities with the Division Director Office's Human Resource Representative, including the distribution of routine personnel-related information received from the Division Office to managers and employees, and providing assistance to managers with completing Recruitment Packages, Pre-Hire and Post-Hire documents, and Notices of Separations.

Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of office procedures and practices.
• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of general accounting and budgeting principals and arithmetic.
• Skilled in using computers and software for word processing, data bases, and spreadsheets.
• Ability to organize and maintain files and other records.
• Ability to prepare correspondence and reports.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to follow written/verbal instructions, especially when dealing with the public.
• Ability to review data for accuracy and completeness.
• Ability to plan, organize, and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to communicate clearly, orally and in writing.
• Knowledge of the Florida Purchasing Card Program.
• Knowledge of My Florida Market Place.
• Knowledge of the Statewide Travel Management System.

Required or Preferred Qualifications:

• Associates Degree or higher.
• At least one year of administrative support work experience.

Other Job Related Requirements for this position:

• This position is designated as a Position of Special Trust in accordance with DEP-422 (Positions of Special Trust or Responsibility). Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.
• Valid Driver's License.

DEP 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 email addresses:

.Gov

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 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 , 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. All documentation is due by the close of the vacancy announcement.