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Administrative Assistant III - ses - Full-time / Part-time
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | Tallahassee, Florida |
About this job
OCCUPATION PROFILE
JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATION: EXEC SECRETARIES & EXEC ADMIN ASSISTANTS
43-6011
DESCRIPTION
This position reports to the Director of the Office of Program Accountability. It performs assignments of an independent nature, involving multiple areas of work. Assignments are handled under limited supervision with critical deadlines. The position also performs administrative duties for the Director and the Policy and Procedures manager and other unit managers as needed. These responsibilities require in-depth knowledge, interpretation and application of rules, policies and procedures, and state processes. In addition, position requires proficient computer skills.
Minimum Qualification: Three years of secretarial or administrative experience.
Knowledge, Skills and Abilities Needed for this Position Include:
Experience working in FLAIR and MyFloridaMarketPlace (MFMP)
Experience using Microsoft Office including Word, Excel and Access
Experience working with Florida State Government and knowledge of State of Florida personnel rules
Experience supporting multiple people at one time
The bi-weekly starting salary for this position is $1,326.98.
Contact Person - Amy Johnson 850-717-2620
EXAMPLES OF WORK
Assist the Director and other management staff in the overall administration of the Office of Program Accountability. The incumbent in this position serves as liaison in the following areas: finance and accounting, human resources, purchasing, inventory and budget.
Finance and Accounting liaison coordinates acquisition and approval of all travel related documentation and reservations including but not limited to: Development of authorization to incur travel expense forms, airfare, lodging, per diem reimbursement and rental cars. Process payments in Flair. Approver for P-Card, Purchase Order based invoices, and Contract based invoices for goods and services, insuring knowledge of proper policy and procedures to process tasks within established policy.
Human Resources liaison, this position is assigned responsibility of routing electronic PARS for approvals within their organizational codes; preparing and processing appropriate forms for performance appraisals, classification, and recruitment. This position also acts as a compliance reviewer for personnel actions including the People First System, insuring knowledge of policy and procedures to process information within established policy.
Purchasing Liaison is responsible for securing quotes (when applicable) creating and receiving all requisitions issued through the Departments procurement system (My Florida Market Place). Inventory Liaison responsible for the property inventory of equipment located in Program Accountability.
This position must issue all documentation for equipment coming into or leaving the department including the disposition of obsolete equipment.
Budget liaison is required to keep budget records of all office expenses, review monthly reports of the department's expenses and keep management informed on current expenses for the department. Provide recommendations for budget expenses.
Maintain current information for policies and programs, process routine matters within established policies. Insure OPA staff have obtained the required training for the position through onsite training or by attending classes and insure each employee completes mandatory annual training hours and they are logged in CORE.
Successful completion of a background and drug screening is a condition of employment.
EXAMPLES OF JOB CHARACTERISTICS
Performing Administrative Activities
Approving requests, handling paperwork, and performing day-to-day administrative tasks.
Communicating With Other Workers
Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.
Analyzing Data or Information
Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.
Getting Information Needed to do the Job
Observing, receiving, and otherwise obtaining information from all relevant sources.
Processing Information
Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.
Monitoring and Controlling Resources
Monitoring and controlling resources and overseeing the spending of money.
Coordinating Work and Activities of Others
Coordinating members of a work group to accomplish tasks.
Interpreting Meaning of Information to Others
Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.
Making Decisions and Solving Problems
Combining, evaluating, and reasoning with information and data to make decisions and solve problems. These processes involve making decisions about the relative importance of information and choosing the best solution.
Establishing and Maintaining Relationships
Developing constructive and cooperative working relationships with others.
JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATION: EXEC SECRETARIES & EXEC ADMIN ASSISTANTS
43-6011
DESCRIPTION
This position reports to the Director of the Office of Program Accountability. It performs assignments of an independent nature, involving multiple areas of work. Assignments are handled under limited supervision with critical deadlines. The position also performs administrative duties for the Director and the Policy and Procedures manager and other unit managers as needed. These responsibilities require in-depth knowledge, interpretation and application of rules, policies and procedures, and state processes. In addition, position requires proficient computer skills.
Minimum Qualification: Three years of secretarial or administrative experience.
Knowledge, Skills and Abilities Needed for this Position Include:
Experience working in FLAIR and MyFloridaMarketPlace (MFMP)
Experience using Microsoft Office including Word, Excel and Access
Experience working with Florida State Government and knowledge of State of Florida personnel rules
Experience supporting multiple people at one time
The bi-weekly starting salary for this position is $1,326.98.
Contact Person - Amy Johnson 850-717-2620
EXAMPLES OF WORK
Assist the Director and other management staff in the overall administration of the Office of Program Accountability. The incumbent in this position serves as liaison in the following areas: finance and accounting, human resources, purchasing, inventory and budget.
Finance and Accounting liaison coordinates acquisition and approval of all travel related documentation and reservations including but not limited to: Development of authorization to incur travel expense forms, airfare, lodging, per diem reimbursement and rental cars. Process payments in Flair. Approver for P-Card, Purchase Order based invoices, and Contract based invoices for goods and services, insuring knowledge of proper policy and procedures to process tasks within established policy.
Human Resources liaison, this position is assigned responsibility of routing electronic PARS for approvals within their organizational codes; preparing and processing appropriate forms for performance appraisals, classification, and recruitment. This position also acts as a compliance reviewer for personnel actions including the People First System, insuring knowledge of policy and procedures to process information within established policy.
Purchasing Liaison is responsible for securing quotes (when applicable) creating and receiving all requisitions issued through the Departments procurement system (My Florida Market Place). Inventory Liaison responsible for the property inventory of equipment located in Program Accountability.
This position must issue all documentation for equipment coming into or leaving the department including the disposition of obsolete equipment.
Budget liaison is required to keep budget records of all office expenses, review monthly reports of the department's expenses and keep management informed on current expenses for the department. Provide recommendations for budget expenses.
Maintain current information for policies and programs, process routine matters within established policies. Insure OPA staff have obtained the required training for the position through onsite training or by attending classes and insure each employee completes mandatory annual training hours and they are logged in CORE.
Successful completion of a background and drug screening is a condition of employment.
EXAMPLES OF JOB CHARACTERISTICS
Performing Administrative Activities
Approving requests, handling paperwork, and performing day-to-day administrative tasks.
Communicating With Other Workers
Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.
Analyzing Data or Information
Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.
Getting Information Needed to do the Job
Observing, receiving, and otherwise obtaining information from all relevant sources.
Processing Information
Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.
Monitoring and Controlling Resources
Monitoring and controlling resources and overseeing the spending of money.
Coordinating Work and Activities of Others
Coordinating members of a work group to accomplish tasks.
Interpreting Meaning of Information to Others
Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.
Making Decisions and Solving Problems
Combining, evaluating, and reasoning with information and data to make decisions and solve problems. These processes involve making decisions about the relative importance of information and choosing the best solution.
Establishing and Maintaining Relationships
Developing constructive and cooperative working relationships with others.
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