ADMINISTRATIVE ASSISTANT II - 22000052

Requisition No: 840300 

Agency: State Courts System

Working Title: ADMINISTRATIVE ASSISTANT II - 22000052

 Pay Plan: State Courts System

Position Number: 22000052 

Salary:  $39,867.55 Monthly 

Posting Closing Date: 11/11/2024 

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; $3,322.30 Monthly

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

This position is to provide advanced administrative, fiscal, procurement, scheduling, and clerical support for the Office of Information Technology (OIT). The position responsibilities include, but are not limited to, procurement of IT goods and services, pre-auditing of invoices and travel reimbursements, budget, expenditure tracking and reporting, processing incoming mail and receipt of goods, tracking of inventory, answering telephone calls, responding to requests for information, composing emails, letters, and memos; communicating with vendors and other OSCA court staff including assisting to schedule meetings, transcribing committee meeting minutes; and maintaining files and records for the OIT Budget and Planning unit.

Examples of Work Performed
-Pre-audits and processes invoices for expenditures paid from all cost centers managed by the Office of Information Technology, reviews invoices for accuracy, communicates with OIT staff for approval, contacts vendors regarding disputes, provides accurate payment details, and submits invoices to Finance and Accounting or via My Florida Market Place (MFMP).
-Places orders for IT goods and services – uses MFMP to submit Purchase Requisitions, uses online accounts to place orders, communicates with vendors to order and pay via purchasing card (P-card). Tracks orders and performs receipt of goods and maintains associated procurement records.
-Schedules meetings with vendors, OSCA staff, judicial staff, and others as requested by the CIO and other OIT managers – coordinates with meeting attendees, reviews Outlook calendars, issues Doodle polls, sends calendar invites, and provides meeting information to attendees.
-Prepares hotel and rental car travel reservations for OIT staff and uses state-issue Purchasing Cared (P-card) to process payments.
-Assists with inventory tracking and scanning duties of all items assigned to OIT.
-Prepares and/or proofreads minutes for Appellate Court Technology meetings. Prepares emails, letters, memos, and other correspondence on behalf of the unit.
-Processes incoming mail. Answers main OIT telephone provides callers with assistance or directs to other staff for resolution.
-Assists the other Administrative Assistant position in the OIT Budget and Planning Unit and provides backup services for that position as needed.

Education and Training Guidelines
Bachelor’s degree; and

Two years of work experience in business administration, office environment, 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
Requires the ability to prepare correspondence (letters, emails, and memorandums), develop spreadsheets and charts as requested.

Ability to perform budgetary/mathematical calculations and analyses.

Ability to prioritize work, meet deadlines and manage multiple assignments/projects.

Ability to organize work and work products for access by the supervisor and others.

Ability to communicate effectively and cooperatively with others, both within and outside of the unit.

Minimal physical requirements related to the receipt of technology equipment purchased.

Ability to effectively communicate and maintain working relationships with judicial and nonjudicial State Courts System personnel, including circuit court and appellate court staff, as well as the public.

General computer skills and knowledge of Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat are required.

Skills and ability to compile, examine, or evaluate data or information and possibly recommends action based on results.

Skills and ability to provide assistance to people to achieve task completion; may instruct or assign duties to coworkers.

Requires some responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the handling of or accounting for materials, supplies, or small amounts of money.

Uses addition, subtraction, multiplication, and division; may compute ratios, rates, and percentages. 

Reads journals and manuals; reviews reports and business letters using proper format and grammar; speaks to groups of coworkers and other state or local government offices.

Performs coordinating work involving guidelines and rules, with constant problem solving.
Makes decisions with moderate impact – affects only those in immediate work area and may affect other work units.

Handles or uses machines, tools, equipment, or work aids involving moderate latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Special Comments
The OSCA has multiple policies that allow supervisors to work with employees regarding their work schedules, including alternate work schedules, and telecommuting as appropriate.

Preferences for experience using state accounting and procurement systems: Florida Accounting Information Resource System (FLAIR), MyFlorida MarketPlace (MFMP), Statewide Travel Management System (STMS), and Works. Experience with the following applications: Microsoft Office products such as Outlook, Word, Excel, Visio, PowerPoint and also Adobe Acrobat Standard/Professional.

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 $25,000 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.

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.

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/. 

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.

The successful applicant will be subject to a criminal background check.

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.

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.