OPS Administrative Assistant I - 77905071

Requisition No: 840236 

Agency: Florida Fish and Wildlife Conservation Commission

Working Title: OPS Administrative Assistant I - 77905071

 Pay Plan: Temp

Position Number: 77905071 

Salary:  $18.23 an hour 

Posting Closing Date: 11/17/2024 

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FWC Mission Statement:  Managing fish and wildlife resources for their long-term well-being and the benefit of people.

Position Number: 77905075 and 77905071 (Multiple positions will be filled from this advertisement)

Position Title: Administrative Assistant I

Supervisor: Ashley Scruggs

Broadband Code: 43-6011-02

Physical Address & Telephone Number: 1875 East Orange Avenue, Tallahassee, Florida, 32311; phone (850) 488-5520

Region: Headquarters

County: Leon

Working hours: 9:00 am to 5:00 pm

List of any subordinates supervised: None

Residency Requirement: None

Level of Education: Minimum of a high school diploma. A.A.; A.S.

Employment is contingent upon successful completion of a background check.

This position offers a fixed pay of $18.23 per hour withpotential for health benefits, based on 1,920 hours per fiscal year.

Description of Duties:

This is the position of Administrative Assistant I in the Public Access Services Office of the Florida Fish and Wildlife Conservation Commission. The position provides office administration and purchasing assistance to program staff. The incumbent is expected to work as an effective member of the office management team and independently with limited supervision. The successful candidate will demonstrate knowledge, skill, and ability in performing duties related to purchasing, contracting and travel in accordance with State of Florida law, standards, policies, and procedures. The major responsibilities of the position include:

• Assist staff with quote requests from vendors utilizing the FWC Purchasing Manual and State of Florida Purchasing Rules and Regulations.
• Purchases supplies and equipment for office utilizing State of Florida Purchasing Card.
• Reviews and accurately maintains records of items purchased, costs, delivery, product performance, and inventories.
• Creates and routes purchase orders in My Florida Market Place (MFMP)
• Reviews and submits invoices in MFMP in an accurate and timely manner.
• First point of contact for questions regarding State of Florida Travel and agency policies regarding travel. Prepares and submits travel forms via Statewide Travel Management System.
• Submits Monthly Vehicle Reports using Laserfiche. Maintains fleet vehicles and is responsible for all preventive maintenance (oil changes, car washes, all point yearly inspections).
• Maintains office Property inventory, coordinates property transfers, and maintains all property records.
• Inventories and distribute publications by mail in response to public requests.  
• Assist with mailings from the office warehouse, and general upkeep of open and locked storage rooms (cleanliness, receiving shipments, organizing).
• Acts as the first contact for public inquiries, routing to appropriate to FWC/PASO staff.
• Assist staff with questions regarding policies and procedures to ensure compliance with State Regulations, internal management policies and procedures regarding
• Works closely with Wildlife Viewing Section to fulfill the public’s request for publications produced by the office.
• The ability to lift approximately 20 pound – 50 pounds.
• Act as the first contact for prospective agency volunteers, routing inquiries as appropriate to FWC staff.

KSA’s (Knowledge, Skills, and Abilities):

• Highly organized with attention to detail
• Proficient in work-related tasks using Microsoft Office Word, Outlook and Excel.
• Advanced skills in Microsoft Excel preferred
• Knowledge of business functional areas such as purchasing, accounting, and budgeting
• Ability to manage the business functions in a state agency
• Highly productive, ability to determine work priorities, and ensure proper completion of work assignments
• Proficient in oral and written communications, correct grammar, punctuation, and spelling. -Ability to establish and maintain effective working relationships with others
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to purchasing and budgeting
• Ability to work independently
• Ability to solve problems and make decisions
• Excellent customer service skills
• Ability to identify math operations needed to complete tasks and correctly perform calculations.

Minimum Qualifications:

An associate’s or bachelor’s degree from a college or university or two years of professional experience in administrative work. Experience with a State Agency preferred. Professional or nonprofessional experience as described above can substitute on a year-for-year basis for the required college education.
 

Must be able to lift a minimum of 25 lbs.

Valid Florida Driver’s License required.

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.