ADMINISTRATIVE ASSISTANT II

Requisition No: 803046

Agency: Juvenile Justice

Working Title: ADMINISTRATIVE ASSISTANT II - 80002961

Position Number: 80002961

Salary: $1,200.00 Bi-Weekly

Posting Closing Date: 05/30/2023

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.

THIS POSITION IS A POOL ANNOUNCEMENT

MULTIPLE POSITIONS WILL BE HIRED FROM THIS ANNOUNCEMENT

LOCATION, CONTACT AND SALARY INFORMATION:

Location: Fifth Judicial Circuit, North Region Probation and Community Intervention, 21 North Magnolia Avenue, Second Floor, Ocala, FL 34475

Contact Person: Randy Reynolds, CPO 352-239-3542, randy.reynolds@ddj.state.fl.us

Starting Salary: $1,200.00 Bi-weekly. (In accordance with the current spending restrictions, an internal promotion into this position will be filled at the minimum of the paygrade or up to 5% of the employees current rate, whichever is higher.)

DESCRIPTION:

This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management, assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Incumbents may also train lower-level clerical staff.

JOB DESCRIPTION:

Serves as the Administrative Assistant to the Chief Probation Officer (CPO). Serves as the field liaison for Personnel, Fiscal and General Services related activities. Coordinates, prepares, distributes and tracks complex and confidential reports.

Prepares hiring, discipline, and classification packets. Creates position requisitions in People First; download and review candidate profiles. Schedule interviews, assist supervisors with Personnel Action Requests (PARs). Assists with new employee orientation and in-service trainings.

Serves as the timekeeper and requisition manager. Ensures timesheet approval. Serves as Circuit’s primary designated agency authority for drug testing. Responsible for preparing and tracking Dual Employment, Background Screening, ID Badges, Vehicle Reports, and Juvenile Probation Officer Certifications; maintain and process travel.

Responsible for Accounting Financial Reports such as State Automated Management Accounting System (SAMAS) level 2 and 5 reports. Evaluates fiscal accountability, operational audits and other elements for management administration and operational function. Provides input on recommendations for budget expenditures. Participates in the Circuit spending plan meetings to ensure budget is managed and expenditures controlled. Orders all supplies, ensures Direct Orders are completed timely for each fiscal ear and oversees spending.

Receives and processes all invoices for services and supplies. Works with the state procurement system, ARIBA. Maintains expenditure reports and process payment approvals. Distributes required information to Finance and Accounting within specific timeframes.

Maintains files for records storage, office equipment and tracks all incoming and outgoing mail for the Chief and Assistant Chief Probation Officer. Assists in reviewing, coordinating and interpreting related statutes, rules, regulations, policies and procedures. Receives and tracks Incident Reports.

Assist Circuit Manager with public and staff inquiries regarding all aspects of Departmental issues including scheduling meeting with stakeholders. Maintains Chief’s calendar. Communicates with contract providers, law enforcement, regional and headquarters personnel staff, compiles, reviews, analyzes and processes data for administrative decisions.

Assist CPO, Assistant Chief Probation Officer (ACPO) and Unit Supervisors in the development of procedures relative to fiscal accountability and efficient use of available budget and other resources. Maintain vendor files, ledgers and monthly SAMAS reports.

Performs other duties as assigned.

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

Knowledge of business formats and office procedures.

Knowledge of and ability to use Microsoft Office Software including, Word, Excel, Power Point and Outlook.

Knowledge of administrative principles and practices.

Knowledge of the methods of data collection and the principles and techniques of effective communication.

Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, human resources, purchasing & report writing.

Ability to prepare correspondence and administrative reports.

Ability to utilize problem solving techniques.

Ability to work independently, plan, organize and coordinate work assignments and communicate effectively.

Ability to establish and maintain effective working relationships with others.

Understand and apply applicable rules, regulations, policies and procedures.

PREFERRED QUALIFICATIONS:

A high school diploma is required at the time of submission of the candidate profile.

A valid driver's license is required. A valid driver's license is needed to deliver mail to the post office and courthouse and take State vehicles to the shop for maintenance.

Proficient in Microsoft Word, Excel Spreadsheets, Power Point and Outlook.

Experience with the State of Florida My Florida Market Place (MFMP) purchasing system .

Additional preference will be given to candidates with three or more years of administrative related business experience.

SPECIAL NOTES:

This position may require flexibility in work hours, depending on workload.

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).

When identified on a position description, a valid driver's license is required. If initially hired with an out-of-state license, the Florida resident must obtain a valid Florida state driver's license within 30 days for hire. Licenses suspended or revoked for any reason, work permits (business purpose/Employment/education only licenses) and some types of restricted licenses are not acceptable. Licenses that have Corrective Lenses Restrictions are acceptable, provided the driver wears corrective lenses while operating a vehicle.

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.