ADMINISTRATIVE ASSISTANT II - 22000035

Requisition No: 843644 

Agency: State Courts System

Working Title: ADMINISTRATIVE ASSISTANT II - 22000035

 Pay Plan: State Courts System

Position Number: 22000035 

Salary:  39,867.55 

Posting Closing Date: 01/10/2025 

Total Compensation Estimator Tool

Position Title
Administrative Assistant II

Job Location
Office of the State Courts Administrator, 500 South Duval Street, Tallahassee, Florida

Salary Range
$39,867.55 Annually

Job Description
For additional information about the job advertised please contact Office of Human Resources by phone at 850-487-0778.

The purpose and overall responsibilities of the Administrative Assistant II within the Office of the State Courts Administrator (OSCA) Office of Human Resources (HR) is to provide administrative and program support to the HR staff.

Examples of Work Performed
-Answer incoming calls, facsimiles, and e-mails. Help callers with information, verifications of employment, or direction to appropriate staff.
-Assists in updating and maintaining the OSCA Performance Review System. This includes tracking due dates and distributing notices to managers and designated personnel for completion of annual performance plans and reviews.
-Monitor expenditures, balances, and allotments in Florida Accounting Information Resource System (FLAIR), reconcile with HR budget checkbook, and report monthly to the Chief of HR.
-Purchase supplies via MyFloridaMarketPlace (MFMP) and with State of Florida purchasing card. Process purchasing card expenses in WORKS within 48 hours. Maintain supply inventory and order items as needed.
-Maintain record of files and store according to Records Retention Schedule. Catalog physical records and store securely. Upload records (such as employment verifications, performance plans and reviews) into Axiom.
-Pick up, sort, date stamp, and distribute incoming mail daily. Deliver outgoing mail to mail room by 2:00 pm daily.
-Maintain property inventory for HR, obtaining inventory tags for newly acquired assets, and completing annual inventory with the Office of Finance and Accounting. Maintain record of asset locations. Complete Property Transfer Form for any inventory -moved out of the unit or surplussed.
-Prepare, proofread, and format, letters, memorandum, and reports for HR staff. Create charts, logs, and spreadsheets as requested by HR staff.
-Maintain and update the OSCA Telecommuting Spreadsheet. This includes verifying appropriate documents are received and filed in personnel files.
-Make travel reservations for HR staff as required. Pay hotel, rental car, and other travel expenses on State of Florida purchasing card for HR staff who do not have cards. Assist HR staff in preparing and routing travel reimbursement in the Statewide Travel -Management System (STMS).
-Assist with making updates to the HR intranet webpages by checking hyperlink connections at least once a quarter and updating documents as needed.
-Provide assistance to support any Supreme Court or Trial Court Committees staffed by HR. This may include adding or deleting information on Committee internet pages, attending meetings, taking minutes, administering surveys, or other requested assistance.
-Perform other duties as assigned. 

Education and Training Guidelines
Bachelor’s degree; and

Two years of work experience in business administration, office skills, or related field.

Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.

Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience. 

Competencies
Skills and ability to use computer, copier/scanner, and multi-line telephone.

Knowledge and skills in using Microsoft Outlook, Word, and Excel. An in-person work sample may be requested to assess these skills.

Knowledge and ability to use Adobe Pro, Axiom, Doodle Survey, EZ Publisher, FLAIR, MFMP, People First System, SIMS, STMS, Teams, WORKS, and Zoom.

Special Comments
In accordance with Section 110.205(2)(c), Florida Statutes, positions with the Florida State Courts System (Judicial Branch) are not covered under the Career Service System. 

The Florida State Courts System offers a comprehensive selection of State of Florida employee benefits: membership in the Florida Retirement System, optional enrollment in a subsidized Health insurance plan, optional enrollment in Life, Dental, and Disability insurance plans, and paid term life insurance.

The Florida State Courts System is a criminal justice agency. The successful applicant will be fingerprinted for the purpose of conducting a criminal history record check. Employment in this position is contingent upon a satisfactory criminal background check.

How to Apply
Submit a current and complete online State Employment Profile Application through the People First State of Florida Jobs website, view the State Courts System page at https://jobs.myflorida.com/go/State-Courts-System/2814300/

An application must be submitted for the position listing the appropriate class title and position number for which you are applying. Your application must be received by 11:59 p.m. on the closing date.

When using the People First State of Florida Jobs website to apply and assistance is needed with using the system, contact the People First Service Center by phone at 1-866-663-4735.

We are an equal opportunity employer. We do not discriminate on the basis of race, color, ethnicity, sex or gender, religion or creed, national origin, age, marital status, genetic, disability, or political opinions or affiliations.

We hire only U.S. citizens and lawfully authorized alien workers.

If you need an accommodation to participate in the application or selection process, please call the contact person at the contact information indicated for each respective position.

Persons using a TTY or TDD may call the contact person through the FLORIDA RELAY SERVICE: Voice is 1-800-955-8770, TDD is 1-800-955-8771, NATIONAL RELAY SERVICE is 711.

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.