ADMINISTRATIVE ASSISTANT III

ADMINISTRATIVE ASSISTANT III - 77071500This 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. Completes PCard Works for all expenditures paid by p-card, ensuring correct budget coding, receipts and approvals are attached and justifications are noted. 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 the Director's Office. Assists with vehicle logs as needed. Using STMS, prepares travel authorizations and processes travel reimbursements for office staff following state and agency guidelines, policies and procedures. Arranges for payment of conference or training registrations. When needed, make hotel reservations and flight accommodations. Obtains needed specialty items, beyond standard office supplies, for the Director's Office 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 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. 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 mannerMinimum 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 environmentLocation: Tallahassee, FL, US, 32399 Tallahassee, FL, US, 32301 Tallahassee, FL, US, 32302 Tallahassee, FL, US, 32303 Tallahassee, FL, US, 32304 Tallahassee, FL, US, 32305 Tallahassee, FL, US, 32307 Tallahassee, FL, US, 32308 Tallahassee, FL, US, 32309 Tallahassee, FL, US, 32310 Tallahassee, FL, US, 32311 Tallahassee, FL, US, 32312 Tallahassee, FL, US, 32316 Tallahassee, FL, US, 32317