FDC-ADMINISTRATIVE ASSISTANT III-70002896-CENTRAL OFFICE

Requisition No: 849282 

Agency: Department of Corrections

Working Title: FDC-ADMINISTRATIVE ASSISTANT III-70002896-CENTRAL OFFICE

 Pay Plan: Career Service

Position Number: 70002896 

Salary:  $41,097.16 - $43,260.36 Annual Range 

Posting Closing Date: 04/01/2025 

Total Compensation Estimator Tool

***OPEN COMPETITIVE ADVERTISEMENT***

Administrative Assistant III – 70002896

This advertisement is for a Career Service position located at Central Office in the Bureau of Procurement.

Salary: $41,097.16 - $43,260.36 Annual Range

SALARY WILL BE DETERMINED IN ACCORDANCE WITH CURRENT PAY POLICY.

SPECIFIC DUTIES & RESPONSIBILITIES:

The incumbent in this position performs highly responsible administrative work assisting the Director of Procurement, as well as coordinating administrative functions within the Bureau.

The duties and responsibilities of this position, although not limited to those enumerated below, are as follows:

• This position assists the Director of Procurement in the daily operation of the Bureau.  Duties include assisting customers who contact the main Bureau of Procurement phone line, ensuring work assignments are completed and correctly formatted before submission to the Director, coordinating and scheduling meetings as necessary, providing guidance and assistance to staff and advising them upon completion of approvables.  Attend meetings and take minutes when necessary.
• Coordinate the routing of all solicitation and contracting documents including logging, tracking, document pick-up, and reporting on status.
• Coordinate human resource actions including the status of all vacant positions, assisting with scheduling interviews, and ensuring interview packets are complete.
• Coordinate the Bureau’s budget including tracking of all expenditures and reporting on the status of the budget monthly.
• Serve as the main Purchasing Card (PCard) reconciler for the Bureau including approving charges as the Level 002 approver within the timeframes established in Department Procedure.
• Serve as the main requester for the Bureau including making purchases with the PCard and creating and tracking purchase requests (PRs) in MyFloridaMarketPlace.
• Serve as the Bureau’s Records Custodian and ensure that the Bureau follows the state’s record retention policy by tracking all current solicitation and contract administration records. Coordinating their transmittal to Wakulla CI, as appropriate, and coordinate their destruction when retention has been met. Monitor the bid room to ensure that all solicitation responses are being stored appropriately, in accordance with Department procedures.
• Coordinate travel arrangements as requested, including preparation of travel authorizations and reimbursements.  Work to ensure travel arrangements are within travel policy.
• Prepares communications to staff on matters relating to office/department procedures and work requirements, distributing attachments as necessary.
• Collects data for special projects. Researches and gathers data for the Director on various bureau issues. Proofs and edits drafts for grammatical, spelling, and typographical errors before submitting to the Director.
• Serves as liaison with other divisions, regions, institutions, and public as needed and as requested.
• Collects and distributes the bureau’s mail, two times daily. Reviews the mail, determines what needs to be seen by the Director, and notes priorities. Track deadlines and assists with prioritizing reviews which are most urgent or could be handled by other sections.
• Maintain the Director’s calendar on a daily/weekly basis, scheduling appointments and meetings, pulling reference materials for appointments and meetings, and handling walk-in traffic and requests from staff for appointments, etc.

BENEFITS:

• Paid vacation, sick leave, and holidays.
• Comprehensive health insurance and life insurance with accidental death and dismemberment benefits.
• Supplemental Dental, Vision, Life, Disability and Hospitalization insurance.
• Tuition-Free college courses.
• Retirement Plans with the Florida Retirement System:
  • Pension Plan (Traditional Retirement Pension Plan)
  • Investment Plan (401(K)-Type Retirement Plan)
  • Deferred Retirement Option Program (Drop)
  • Deferred Compensation
  • Recently Retired? Beginning July 1, 2024, there is no longer a reemployment limitation; beginning with the 7th calendar month from the member's distribution date, there are no restrictions on working for an FRS employer. You will not be required to repay any prior distributions, and you may continue receiving distributions from the Investment Plan or Pension Plan without interruption.

REQUIRED QUALIFICATIONS:

• High school diploma or its equivalent.
• Two (2) years of clerical experience.

Support of knowledge, skills, and abilities should be demonstrated on the application, in the education, in the work experience, in the work sample, in the interview and/or during reference checks. If you are interested in this position and meet the above indicated qualification 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. Applications will be accepted until 11:59 PM EST 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.