ADMINISTRATIVE ASSISTANT II - 72003406

Requisition No: 856765 

Agency: Division of Administrative Hearings

Working Title: ADMINISTRATIVE ASSISTANT II - 72003406

 Pay Plan: Career Service

Position Number: 72003406 

Salary:  $43,000.00 - $50,000.00 Annually 

Posting Closing Date: 07/22/2025 

Total Compensation Estimator Tool

Administrative Assistant II (Contract Manager) – 72003406

Anticipated Vacancy

This advertisement is for a Career Service position located in Tallahassee, FL.

Contact Person:  Patricia Kenyon (850) 488-9675

Salary: $43,000.00 - $50,000.00 Annually

Total Annual Compensation Package Estimate: $61,727

• Salary $43,000
• Insurance $9,204
• Retirement $3,569
• Leave and Holidays $5,954

Please Note:  This estimate is based on the minimum salary, the Career Service Pay Plan, a Single Insurance Plan, and 0-5 years of Service with the State of Florida.

BENEFITS:

• Exceptional health, dental, and vision.
• Tuition reimbursement.
• Excellent retirement benefits program.
• Generous vacation program with paid holidays
• 40-hour work week with weekends off.
• Tax deferred employee investment plan.
• Job stability in an enriching and engaging work environment.

RESPONSIBILITIES:

• Maintains, audits, cross-references, and verifies invoices for payment on all Adjudication of Disputes program and JCC: Pensacola, Panama City, Tallahassee, Jacksonville, Daytona Beach, and Tampa.  Audits purchase orders in MyFloridaMarketPlace (MFMP) and FLAIR.   Ensures all payments are made in compliance with the Department of Financial Services rules, regulations, policies, and procedures. Additionally, reviews and checks all invoices for accuracy and completeness for all recurring expenditures.  Responsible for maintaining the Division's purchase order records and ensuring all purchasing and accounting documents relating to purchase orders are filed correctly and completely.  Assists Finance & Accounting in auditing of DFS payments and vouchers.  

• Responsible for the DOAH’s security contract.  This includes: reviewing timesheets, paying invoices, scheduling additional security guards as needed, communicating with the district liaisons and the selected vendor’s employees.  Duties also include submitting change orders in MFMP as needed, managing individual direct purchase order files and staying advised with the State Term Contract details and changes.

• Responsible for DOAH's Administrative Law Judge contracts. Responsibilities include inputting any appropriate charges such as travel expense charges to the Accounting System; running reports to verify the billing in the Accounting System matches the Case Management System (CMS); communicating with the ALJs regarding entries into the Accounting System; creating invoices in the Accounting System to be sent out to DOAH’s clients; inputting the checks from DOAH’s clients into the Accounting System; drafting the contracts using the templates provided by management; adding new clients to the Accounting System; uploading the new contracts to the DOAH website; and maintaining the contract files electronically and the hard copy files.

• Serves as accounts payable billing manager for all network, phone and conferencing billing.  Responsible for auditing, verifying and correctly authorizing payment to DMS, Division of Communications. 

• Responsible for contacting DOAH and JCC office contacts to confirm orders, deliveries, and receipt of goods to process invoices daily for the following JCC offices: Pensacola, Panama City, Tallahassee, Jacksonville, Daytona Beach, and Tampa.  Cross trains staff to process invoices accurately and timely.  

• Performs duties as a Contract Manager using best practice guidelines for crucial areas of the administration process. Performs related tasks as required by the Operations Manager C - SES, Executive Director, and/or the Interim Director and Chief Judge.

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of MyFloridaMarketPlace and FLAIR.
• Knowledge of contract management and the governing rules, regulations, policies, and procedures.
• Ability to communicate effectively with others orally or in writing as indicated by the needs of the audience.
• Ability to listen to others and ask questions as appropriate.
• Ability to pay attention to detail.
• Ability to audit documents and identify discrepancies.
• Ability to work independently.
• Ability to problem-solve and make decisions.
• Ability to use a personal computer and utilize Excel and Word.
• Ability to organize records and handling multiple tasks and interruptions.
• Ability to communicate effectively, verbally and in writing.
• Ability to establish and maintain effective working relationships with others.

REQUIRED QUALIFICATIONS:

• High School Diploma or Certificate of High School Equivalency.
• Experience auditing invoices and processing payments.
• Experience reconciling payments.
• Must successfully complete training conducted by Department of Financial Services for accountability in contracts and grant management within 6 months of hire in accordance with section 287.057, (b), F.S.
• Must successfully complete training in contract management and become a certified contract manager within six months of hire in accordance with section 287.057(15)(c), F.S.

PREFERRED QUALIFICATIONS:

• Experience with the Florida Accountability Contract Tracking System (FACTS).
• Experience with MyFloridaMarketPlace (MFMP).
• Florida Certified Contract Manager (FCCM).
• Department of Financial Services Advancing Accountability Certified.  

Successful completion of Level 2 background screening is required for all positions with the Division of Administrative Hearings.

Support of knowledge, skills, and abilities should be demonstrated on the application, in the education, in the work experience, in the interview and/or during reference checks.

If you are interested in this position and meet the above indicated qualifications and have the desired education, knowledge, and experience, please submit a State of Florida Application and resume through the People First system. If you experience problems applying on-line, please call the People First Service Center at 1-877-562-7287.

People First (myflorida.com)

Applications will be accepted until 11:59 PM on the closing date.

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.