Academy Administrative Professional

ADMINISTRATIVE ASSISTANT II - 80081456 1

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ADMINISTRATIVE ASSISTANT II - 80081456 1

Pay Plan: Career Service
Salary: $1,596.28-bi-weekly / $41,503.28-annually
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.

Starting Salary: $1,596.28 Bi-Weekly. (The incumbent in this position serves as an administrative assistant for the Office of Educational Services and the Office of Florida Youth College (FYC), including, but not limited to, correspondences, purchasing commodities and services, property inventory management, payment processing, and the completion and maintenance of all personnel-related documents and files. The position will act as an official Purchasing Card, Purchasing, General Services, Communication and Human Resources Liaison for the Educational Services bureau and will be responsible for ensuring that all policies and procedures related to these areas are communicated to bureau staff and adhered to as outlined in policy. manage all property inventory; perform yearly inventory reconciliation, handle surplus property activities, and prepare all necessary documents for filing with General Services.
Assist in maintaining Education leadership calendars and manage phone messages. Schedule meetings and respond to emails/phone messages on behalf of leadership as directed and delegated. Draft and prepare correspondence and maintain all incoming and outgoing files for the Office of Educational Services and FYC. Development of authorization to incur travel expense forms; request state vehicle for travel, audit and review of all travel voucher requests submitted to ensure compliance with Department policy and procedure. Assist in reviewing administrative activities, coordinating special projects or activities to ensure the integrity of the product and maintain a team-oriented environment.
Assists FYC with functions by ensuring Community Reentry Team and Transition Service Meeting notifications are added to FYC staff calendars daily, ensure that FYC referrals are processed on a regular basis, and add all youth certifications and CTE program information into the FYC youth’s digital portfolio.
Following up to ensure Purchase Orders are issued and goods/services are received, authorizing payment to vendors, and maintaining documentation to support all bureau purchases. As Human Resources Liaison for the Bureau, the position will prepare and coordinate all personnel actions in People First, maintain personnel files, keep up-to-date position descriptions for all bureau staff, submit classification packages, when necessary, prepare hiring packages in the Human Resource Employment System (HRES), track background screening information for staff; ensure timely rescreening as dictated by policy. and assist the bureau staff with personnel-related questions and issues.
Responsible for maintaining training records for all staff in the SkillPro system; Drafts all office correspondence and blue sheets. Responsible for office supply purchasing and managing the lease copier supplies; Processing the monthly cell phone invoices, monthly cell phone verifications and office copier leases, and serves as the Safety Coordinator.
Knowledge of administrative principles and practices, office procedures and practices, and methods of data collection.
Ability to collect, evaluate, and analyze data related to administrative functions for the Office of Educational Services, such as Personnel Action Reviews, personnel-related activities, purchasing, or report writing.
Ability to prepare correspondence and administrative reports, understand and apply applicable rules, regulations, policies and procedures, and utilize problem-solving techniques.
A minimum of High School diploma (or GED) and three years of office administrative and/or secretarial experience.
A certificate in secretarial/clerical training can be substituted for one year of the required experience.

Preference will be given to candidates that are proficient in Microsoft Office 365 (Word, Excel, SharePoint and Outlook applications) and experience in AOD/MFMP.
A bachelor’s degree from an accredited college or university can substitute for the required years of experience.

Please make sure that all parts of the profile are complete and accurate. ‘The incumbent will be required to work Monday through Friday, 8:00 a.m. 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. If initially hired with an out-of-state license, the Florida residents must obtain a valid Florida state driver license within 30 days of hire. Licenses suspended or revoked for any reason, work permits (Business purpose/Employment/education only license) and some types of restricted licenses are not acceptable. 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 View phone number on jobs.myflorida.com). All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.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. 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 . 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 View phone number on jobs.myflorida.com). All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.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. 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 .