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ADMINISTRATIVE ASSISTANT I - 43000353

Date:  Aug 4, 2022
Location: 

TALLAHASSEE, FL, US, 32399


The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website.

Requisition No: 707363 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT I - 43000353

Position Number: 43000353 

Salary:  $31,200.00 - $52,664.28 

Posting Closing Date: 08/18/2022 

***OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY***

DIVISION: OFFICE OF FINANCE AND BUDGET
BUREAU: FINANCIAL SERVICES

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

A High School diploma or its equivalent is required.

 

Preference will be given to Associate Degree or higher with an emphasis in business.

 

Additional requirement:

  • One (1) year of professional administrative office experience.

 

Additional preferences:

  • Microsoft Office, Word, Excel Outlook experience or similar software products.
  • One (1) or more years’ experience with My Florida Market Place (MFMP) creating requisitions.
  • At least one (1) year of prior experience of customer service.

 

The hours are 8:00 a.m. – 5:00 p.m., Monday – Friday.

 

The hiring salary will be based upon experience.      

 

Employees of the Department of Financial Services are paid on a monthly pay cycle.

 

This position requires a security background check, including fingerprint as a condition of employment. 
 

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

 

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL

  • Ability to type letters, memoranda and other standard business forms in correct format; to prepare correspondence and administrative reports, operate general office equipment and to use a personal computer. 
  • Ability to organize files and other records; to organize and maintain records management systems.
  • Ability to perform basic arithmetical calculations; to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
  • Ability to use correct spelling, punctuation and grammar.
  • Ability to handle telephone calls in a courteous and effective manner.
  • Ability to communicate effectively both orally and in writing. 
  • Ability to plan, organize and coordinate work assignments and ensure proper completion of work deadlines.
  • Ability to understand and apply applicable rules, regulations, policies and procedures. 
  • Ability to utilize problem-solving techniques, work independently and plan, organize and coordinate work assignments. 
  • Ability to establish and maintain effective working relationships with others.
  • Ability to effectively communicate with others both verbally and in writing.
  • Ability to review documents and warrants for accuracy and completeness.
  • Knowledge and application of the methods of data collection, administrative and clerical principles and practices, office procedures and practices.
  • Knowledge and application of computer software and equipment; proficient in use of Microsoft Office or similar software products. 
  • Skilled in reading comprehension, understanding written work-related documents.
  • Knowledge of how to research and identify essential information.

 

 

BRIEF DESCRIPTION OF DUTIES:

This position involves independent/professional administrative work on a variety of complex matters such as fiscal, human resources, purchasing, reporting and other major functions and is responsible for the daily office management.  The incumbent in this position will perform the administrative functions of the Office of Finance and Budget, Bureau of Financial Services. 

 

Performs a variety of administrative functions including, but not limited to: administrative support to director, chief, managers and staff.  Answering incoming telephone calls, takes messages, receives visitors and refers callers/visitors to the appropriate personnel in a professional manner. Accurately directs inquiries regarding consumer issues; receives/processes incoming mail and faxes and distributes mail to appropriate personnel daily; prepares and posts outgoing office standard and express mail.  Procures office supplies; requests equipment repairs and coordinates service and general office housekeeping; ensures telephones/waiting areas are properly staffed.  Works with leadership to updates employee records; collects employee ID cards, parking passes, office keys and access cards. Coordinates new employee training as directed by management. 

 

Incumbent completes all tasks assigned in a timely fashion and in accordance with established agency policies.  Work may be assigned from written and/or oral instruction. 

 

Supports Disbursements Team which includes, but not limited to: 

  • Ensures invoices are date stamped received on a daily basis and properly logged on the dedicated network location.
  • Ensures that warrants are properly prepared for mailing within one day of receipt unless notified by management to delay mailing.
  • Ensures invoices are properly distributed to the appropriate accounting staff within one day of receipt.
  • Utilizes FLAIR and FLAIR@DFS to extract the necessary reports to post audit and verify payments as necessary. 
  • Provides assistance to outside vendors, Bureau of Auditing, and internal divisions relating to accounting records and financial information as requested. 
  • Review and research outstanding vendor warrants and resolve problems associated with these warrants as needed.
  • Ensures Vouchers are provided to the OPS scanner for input. 
  • Print necessary FLAIR RDS, Voucher reports.
  • Deliver vouchers to Division of Accounting and Auditing as required.

 

Supports Revenue/Receipts and Reconciliation Reporting (RRU) Team which includes, but not limited to:

  • Ensures checks received from interoffice or mailroom are copied and provided to the Revenue staff to deposit items received. 
  • Assist with the mailing of county grant (pass-thru) payments.
  • Provide Payroll warrants to Reconciliation and Reporting Manager or Payroll Lead. 

 

Supports the overall Office of Finance and Budget operations including but not limited to:

  • P-Cards:  Process charges and include all appropriate approval and supporting documentation for P-Card payments as they come in and including payment details within 2 days in WORKS. 
  • MyFloridaMarketPlace:  Create requisitions, obtain quotes, monitor MFMP invoices and approving payments. 
  • PIRQ:  Create requests for printshop services using the provided application. 
  • New Employees:  Work with hiring manager of completing on-boarding paperwork for HR and OIT.
  • Monitor and maintain general office supplies for OFB, order paper and other printing service items thru PIRQ. 
  • Monitor update and maintain, division office directory, emergency call tree, organizational charts, employee work schedule, etc. on behalf of the Office when staffing changes occur.  Prepare travel documents on behalf of staff as needed.    
  • Maintains calendars, schedules appointments and coordinates meetings as requested; process and track travel vouchers as requested.
  • Archiving:  Create and monitor documents thru the Department of State Archiving and disposition system.  Will be the primary member for responsible for preparing records and completing records disposition documents for timely destruction of records exceeding statutory retention periods.
  • With direction from Chief or manager, assist with updating the Internal Policy and Procedures.

 

Other: 

  • Performs other related duties as required.

 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

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


Nearest Major Market: Tallahassee