Administrative Assistant III

The Office of the State Courts Administrator (OSCA), Office of Information Technology (OIT) seeks an Administrative Assistant III to provide high-level administrative, procurement, fiscal, accounting, and clerical support in a fast-paced environment. This position serves as the primary administrative support to the Chief Information Officer (CIO) and assists with technology procurement, budget monitoring, financial tracking, inventory management, travel coordination, and office operations. Key responsibilities include procuring IT software, hardware, and services; tracking budgets,allotments, encumbrances, expenditures, and inventory; preparing spreadsheets, reports, correspondence, and presentations; coordinating travel and processing reimbursement vouchers; auditing travel expenses; and supporting the CIO and Budget & Planning Manager with administrative and operational needs. The primary duties of this position include, but are not limited to, the following: • Manage procurement activities for technology-related goods and services, including software, hardware, professional services, and operational resources, while ensuring compliance with applicable policies and procedures. • Support budget administration by monitoring expenditures, maintaining financial records, reconciling costs, and preparing reports to support planning and decision-making. • Serve as primary administrative support to the Chief Information Officer (CIO), coordinating communications, scheduling, documentation, and daily operational activities. • Coordinate travel arrangements and reimbursement processes for staff and stakeholders, ensuring compliance with applicable travel policies and procedures. • Assist with inventory and asset management activities, including property tracking, audits, transfers, and records maintenance. • Support human resources and personnel administration functions, including onboarding, staff records management, organizational reporting, and workforce support activities. • Prepare and maintain reports, presentations, correspondence, and other business documents to support organizational initiatives and projects. • Coordinate meetings, maintain records and filing systems, manage shared communications channels, and support workflow improvements across the Office of Information Technology. • Provide cross-functional administrative support, assist with training and documentation efforts, and help maintain departmental policies, procedures, and operational resources. • Participate in special projects and perform other duties as assigned in support of organizational goals and strategic initiatives. Education Refers to job specific training and education that is recommended for entry into the position. Additional relevant experience may substitute for the recommended educational level on a year-for-year basis. Bachelor's degree. Experience Refers to the amount of related work experience that is recommended for entry into the position that would result in reasonable expectation that the person can perform the required tasks. Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience. Three years of work experience in business administration, office skills, or related field. Preference may be given to candidates with a minimum of 3 years of experience processing invoices and arranging and processing travel in accordance with the State of Florida/DMS policies and procedures. Preference may also be given to candidates with intermediate-to-advanced proficiency in standard Microsoft Office applications. Knowledge, Skills, and Abilities (KSA): • Strong written and verbal communication skills, with the ability to interact effectively with diverse stakeholders. • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat. • Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment. • Strong organizational, analytical, and problem-solving skills. • Ability to prepare reports, correspondence, spreadsheets, and presentations. • Ability to establish and maintain effective working relationships with court personnel, government agencies, vendors, and the public. • Ability to work independently, exercise sound judgment, and manage projects with minimal supervision. To be considered for the position, all applicants must: Submit a complete and accurate application profile, which includes essential information such as dates of service, reasons for leaving, and other qualifications. Ensure that all employment history and detailed information about work experience are included in the application. This should encompass military service, self-employment, job-related volunteer work, internships, and any other relevant experiences, along with explanations for any employment gaps. Please note that applicants who do not provide all the necessary information will not be considered for this position. The Florida State Courts System offers a comprehensive selection of State of Florida employee benefits: membership in the Florida Retirement System, optional enrollment in a subsidized health insurance plan, optional enrollment in life, dental, and disability insurance plans, and paid term life insurance. The Florida State Courts System is a criminal justice agency. The successful applicant will be fingerprinted for the purpose of conducting a criminal history record check. Employment in this position is contingent upon a satisfactory criminal background check. In accordance with Section 110.205(2)(c), Florida Statutes, positions with the Florida State Courts System (judicial branch) are not covered under the Career Service System. Submit a current and complete online State Employment Profile Application through the People First State of Florida Jobs website, and view the State Courts System page at jobs.myflorida.com/go/State-Courts-System/2814300/ For additional information about the job advertised, please contact the Office of Human Resources by phone at View phone number on click.appcast.io. An application must be submitted for the position, listing the appropriate class title and position number for which you are applying. Your application must be received by 11:59 p.m. on the closing date. When using the People First State of Florida Jobs website to apply, and assistance is needed with using the system, contact the People First Service Center by phone at View phone number on click.appcast.io. We are an equal opportunity employer. We do not discriminate on the basis of race, color, ethnicity, sex or gender, religion or creed, national origin, age, marital status, genetic information, disability, or political opinions or affiliations. We hire only U.S. citizens and lawfully authorized alien workers. If you need an accommodation to participate in the application or selection process, please call the contact person listed for each position. Persons using a TTY or TDD may call the contact person through the FLORIDA RELAY SERVICE: Voice is View phone number on click.appcast.io, TDD is View phone number on click.appcast.io, NATIONAL RELAY SERVICE is 711.