What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT III - 77071500 position at State of Florida?
Requisition No: 845275
Agency: Florida Fish and Wildlife Conservation Commission
Working Title: ADMINISTRATIVE ASSISTANT III - 77071500
Pay Plan: Career Service
Position Number: 77071500
Salary: $38,000.00 - $45,000.00 Annually
Posting Closing Date: 01/28/2025
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*ANTICIPATED VACANCY*
FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION
DIVISION OF LAW ENFORCEMENT
DIVISION DIRECTOR 'S OFFICE
ADMINISTRATIVE ASSISTANT 3
LEON COUNTY / POSITION NUMBER 77071500
This position provides assistance to the OMC Manager, Deputy Directors and other support staff with general administrative support functions required for daily operation of the office. Works independently to assist staff with a variety of administrative tasks/functions which are often complex in nature.
Responsible for routing and tracking all incoming award nominations to DLE Awards Committee for review and response. Following response, writing individual awards letters and/or certificates for approval and signature. Responsible for mailing award letters, certificates, medals and ribbons (as appropriate) to the awardee’s Regional Commander. Maintains award database. Responsible for ordering and maintaining adequate supply of all award medals, ribbons, oak leaves and ribbon holders. Distributes all Service Award letters, certificates and service pins received from Human Resources.
Prepares requisitions in accordance with agency guidelines, maintains files for purchase orders, and processes invoices for payment in a timely manner. Completes Purchase Order Request form for any items, registrations, membership dues, etc., that require payment by purchase order. Submits travel receipts and commodity items paid by p-card, ensures correct budget coding, scans/emails with supervisor approval to Office of Financial Management. Original p-card receipts and copies of supporting documentation are sent to Financial Management. Responsible for submitting PO requests and documentation for payment of several memberships that the Division of Law Enforcement maintains (e.g., FPAC, FPCA, NAWEOA, SEAFWA, SLECA, NACLEC).
Serves as the Property Custodian for Deputy Chief, Deputy Director of Programs and Director’s Office.
Makes airline and hotel reservations, as well as prepares travel authorizations and processes travel reimbursements for office staff. Arranges for payment of conference or training registrations. Ensures travel authorizations are approved and all logistics for travel are arranged and traveler is supplied with all supporting travel documents.
Obtains needed specialty items, beyond standard office supplies, for section through the proper purchasing channels. Assists staff with special projects as directed. Answers questions from the public related to general fishing and boating laws.
Responsible for routing of contracts and ensuring the Legal Office has fully approved. Ensures any issues have been resolved prior to being sent to the Director’s Office for final approval.
Responsible for appropriate routing of incoming mail for General Headquarters and addresses mail issues for Mail Room personnel as needed. Opens and distributes mail to appropriate personnel. Prepares, edits, reviews and tracks correspondence from Director’s Office and Executive Director’s Office. Organizes and maintains filing system for the office. Assists in scheduling meetings and maintaining calendars for office personnel. Provides assistance to field personnel as needed on various assignments. Reviews various documents for accuracy and completeness prior to obtaining supervisory signatures.
Performs other duties as required.
Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of purchasing rules; property inventory, finance & accounting procedures, personnel and budget. Ability to prepare correspondence and administrative reports. Ability to use personal computer. Ability to work independently. Ability to establish and maintain effective working relationships with others. Ability to communicate with the public in a courteous manner
Minimum Requirements:
- Must pass a level 2 background check / fingerprints
- Must be able to work Monday-Friday, 8:00 – 5:00.
- Must have experience working with the State of Florida travel rules, purchasing rules, property inventory, and finance and accounting procedures
- Must be able to work in a very sensitive and confidential environment
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.
Salary : $38,000 - $45,000
