ADMINISTRATIVE ASSISTANT II - 37010304

Requisition No: 842156 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT II - 37010304

 Pay Plan: Career Service

Position Number: 37010304 

Salary:  3,154.37 monthly 

Posting Closing Date: 12/10/2024 

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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 advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. 

The Work You Will Do:

The Administrative Assistant II, 37010304, is in the Division of Environmental Assessment and Restoration’s DEP Laboratory Biology Program. The position is responsible for administrative support functions including purchasing, receiving and processing invoices for goods and services, distributing orders and mail, processing travel, maintaining property inventory, records processing, and assisting program and division staff. This position provides critical administrative support to the Laboratory’s production of high-quality analytical data for water quality assessment and restoration projects for the State of Florida.

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:

Tallahassee - Tallahassee, Florida’s Capitol City, lined with rolling hills, oak trees, and canopied roads combines old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career.

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 www.myfrs.com);
• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

Pay:

$3,154.37 monthly

Your Specific Responsibilities:

In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department’s Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures, and/or general orders applicable to performing the duties of this position.

The incumbent is responsible for supporting all aspects of the purchasing and payments for laboratory supplies, equipment and services. Uses knowledge of laboratory operating procedures to initiate orders. Ensures that requested purchases are appropriate, consistent with budgeting and agency policy, and cost effective.  Coordinates with the Department’s budgeting and finance staff. Obtains and uses a State Purchasing Card. Uses purchasing software systems to initiate and track orders, receive goods and services, process invoices and clear charges. Reconciles expenditures and resolves issues. Uses a state vehicle to conduct an occasional in-store purchase.

Retrieves packages and distributes goods to the appropriate laboratory staff or storage location. Notifies the appropriate personnel.

Maintains files in an organized manner.

Formats and uploads technical reports to web-based library.

Prepares and submits travel authorizations and reimbursement vouchers, ensuring forms are properly routed with appropriate documentation.

Coordinates main telephone line support with Laboratory and division staff to ensure full-time coverage during typical business hours. Receives and routes telephone calls, records messages, and answer questions that involve routine Program matters. Coordinates Laboratory mail support to ensure appropriate receipt and distribution of items. Assists with time and attendance.

In coordination with division staff, conducts and completes the program’s annual property inventory in a timely manner. Resolves discrepancies as needed.

Maintains technical documents and files relating to environmental assessment, bioassays, biological monitoring, and other subjects of a technical nature. Archives documents using the State Records Management system.

Coordinates work assignments with other Laboratory and division administrative and technical staff. Identifies areas of inefficiency and proposes solutions.

Performs other duties as required.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of state purchasing rules and requirements.
• Ability to understand and follow policy direction and rules applicable to purchasing and administrative requirements.
• Ability to use computers and software packages for the generation of documents, spreadsheets, and information management (specifically
• MS Excel, MS Word, Adobe Acrobat Professional).
• Ability to communicate effectively in a tactful and courteous manner.
• Ability to work independently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to utilize problem-solving techniques.

Required Qualifications:

• Associates degree from an accredited college or university and one year of verifiable related experience; or any combination of post-secondary education or verifiable related experience, as described above, for a total of 3 years.

Preferred Qualifications:

• Skill and working experience with MyFloridaMarketPlace (MFMP).
• Skill and working experience with the Florida Purchasing Card Program (Works).
• Knowledge of the procedures for handling State Travel Authorizations and Reimbursement (STMS).

Other Job Related Requirements for this position: 

• Valid Driver’s License.
• Occasional daytime travel during business hours.

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:

HR_VeteransPreference@dep.state.fl.us

HR_Recruitment@FloridaDEP.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 (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.