ADMINISTRATIVE ASSISTANT II - 80081456

Requisition No: 839239 

Agency: Juvenile Justice

Working Title: ADMINISTRATIVE ASSISTANT II - 80081456

 Pay Plan: Career Service

Position Number: 80081456 

Salary:  $1,462.60 Bi-weekly 

Posting Closing Date: 11/08/2024 

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The Department of Juvenile Justice salutes our heroes.

We are honored to have the opportunity to support our nation’s veterans and their families.

 We value the service given to our country and support the hiring of service members and military spouses.  

To Be Considered for a Position: CANDIDATE PROFILES MUST BE COMPLETED ENTIRELY, INCLUDING SUPERVISOR NAME AND PHONE NUMBER

LOCATION, CONTACT AND SALARY INFORMATION:

Location:  Knight Building, 2737 Centerview Drive, Tallahassee, Florida 32399

Contact Person:  Princilla Brown-Jefferson, (850) 717-2625 

Starting Salary:  $1,462.60 Bi-weekly (In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee’s current rate, whichever is higher.)

DESCRIPTION

This position provides direct support to the Bureau Chief of Contract Management. 

This is independent work assisting management in the coordination of administrative tasks and/or assignments which are complex in nature and very broad in objective with integration of diverse functions, but not limited to, correspondence, purchasing commodities and services, property inventory management, payment processing, and the completion and maintenance of all personnel-related documents and files.

DUTIES AND RESPONSIBILITIES

This position is responsible for the administrative functions of the Bureau of Contract Management. The position will act as an official Finance & Accounting, Purchasing, General Services, Communications and Human Resources Liaison for the Bureau, ensuring all policies and procedures related to these areas are communicated to bureau staff and adhered to as outlined in policy. As part of these roles, the position will review, update, and sign off on all property inventories for the Bureau; perform yearly inventory reconciliation, handle surplus property activities, and prepare all necessary documents for filing with General Services.

The position will be responsible for preparing all purchasing requisitions in MyFloridaMarketPlace - Following up to ensure Purchase Orders are issued and goods/services are received, authorizing payment to vendors, and maintaining documentation to support all bureau purchases. In this role, the position will monitor terms of contracts and ensure that renewals are completed timely.

As Human Resources Liaison for the Bureau of Contract Management, the position will prepare and coordinate all personnel actions in People First, maintain personnel files, keep up-to-date position descriptions for all bureau staff, submit classification packages, prepare hiring packages in the Human Resource Employment System (HRES), and assists bureau staff with personnel-related questions and issues.

The position will assist in reviewing administrative activities, coordinating special projects or activities to ensure the integrity of the product and maintain a team-oriented environment, and will provide administrative support to the Offices of Administration, as required. 

Performs other related duties as required.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of administrative principles and practices, office procedures and practices, and methods of data collection.

Knowledge of the principles and techniques of effective communication.

Knowledge of MyFloridaMarketPlace.

Ability to collect, evaluate, and analyze data related to administrative functions of the Bureau of Budget, such as Personnel Action Request, personnel-related activities, purchasing, or report writing.

Ability to prepare correspondence and administrative reports, understand and apply applicable rules, regulations, policies, and procedures, and utilize problem-solving techniques.

Ability to work independently, plan, organize, and coordinate work assignments, communicate effectively and establish and maintain effective working relationships with others. 

PREFERRED QUALIFICATIONS

Two or more years of experience in the areas of administrative functions, purchasing, invoice processing, Ariba, use of Excel, and People First.

SPECIAL NOTES

Incomplete Candidate Profiles will not be accepted. Please make sure that all parts of the profile are complete and accurate.  “See Resume” is not an acceptable response, and all periods of employment and non-employment should be included with correct end of employment dates.

All prospective candidates will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening for direct care positions.

DJJ participates in E-Verify (Employment Eligibility).

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.