ADMINISTRATIVE ASSISTANT II - Gainesville, FL
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Job DescriptionATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps.Unless specifically stated otherwise, this role is On-Site at the location detailed in the job post.Salary: $39,000.00 - $42,900.00 ***ATTENTION CANDIDATES***To be considered for a position with the Florida Department of Agriculture and Consumer Services:All fields in the Candidate Profile must be completed (an attached resume is not a substitution for the information required on the candidate profile).Work history, duties and responsibilities, hours worked, supervisor, and formal education fields, etc. must be filled out to determine qualifications for this position.Responses to Qualifying Questions must be verifiable in the Candidate Profile. The Florida Department of Agriculture and Consumer Services valuesand supports employment of individuals with disabilities. Qualifiedindividuals with disabilities are encouraged to apply.ADDITIONAL REQUIREMENTS:Occasional travel, including overnight, is required.JOB DUTIES:This position serves as assistant to the Bureau Chief and Assistant Bureau Chief. Performs administrative and clerical functions related to the bureau in support of the plant and plant pest regulatory activities of the Division of Plant Industry.PURCHASING: Serves as the Bureau's contract manager; orders office and lab supplies as well as items for various projects; creates and manages purchase orders, requisitions, invoices, etc., in the appropriate Department system. Maintains spreadsheets and records of purchase orders, requisitions, and bids. Maintains oversight of all expenditures on programs (cooperative agreements and Methods budget) and provides monthly budget summary to the Bureau Chief regarding remaining funds. Accurately processes purchasing requests using requisitions and/or state purchase card while following state requirements and guidelines.OFFICE SUPPORT: Acts as receptionist for the Bureau office. Receives, handles, and routes telephone calls in the Bureau, takes messages, and initiates action on routine matters. Provides assistance to supervisors and employees.Provides information and answers inquiries from the public, other state and federal agencies, and private industry. Keeps the Bureau Chief's calendar, arranges travel for Bureau Chief and Assistant Chief, and schedules daily activities.Serves as the Bureau's travel filer, coordinates with staff on travel logistics, inputs travel vouchers and travel reimbursement requests. Responds to information requests orally and in writing. Types and distributes correspondence, memos, forms, procedures, and reports relating to various programs and activities of the Bureau of Methods Development and Biological Control. Prepares preliminary reports and attends to details of itinerary and daily programming of normal activities. Organizes and maintains Bureau files. Serves as the Bureau's Records Retention Representative. Designs and maintains records, spreadsheets, and databases for various reports, including Bureau publications and fiscal inventories. Prints materials for meetings. Files, copies, and distributes budget-related correspondence. Maintains records of all Bureau publications data. Arranges meeting and conference accommodations.PROGRAM ASSISTANCE: Collects data and writes reports (e.g., budget issues, scientific projects, performance measures, etc.) as requested by the Chief. Creates and maintains spreadsheets on all spending for Bureau programs. Assists with preparation of Bureau and special program budgets. Initiates forms, spreadsheets, records, and data summaries for various ongoing activities and programs within the Bureau. Compiles, edits, and prepares correspondence and technical reports for staff members within and outside the Bureau. Processes subcontractor invoices and reports. Compiles quarterly performance measures and weekly reports.Gathers, coordinates, and monitors vehicle maintenance logs and arranges service and repair.Performs other related duties as required by supervisor. May assist as needed during Division emergencies or work priorities.Additional Qualifications/ResponsibilitiesMINIMUM REQUIREMENTS:A bachelor's degree from an accredited college or university and two (2) years of administrative experience. A master's degree from an accredited college or university can substitute for one year of the required experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education. An equivalent combination of education and experience which equals six (6) years can substitute for the above requirements.Requires possession of a valid Class E driver license.EDUCATIONAL NOTE: Graduates utilizing education attained in the United States to meet the minimum requirements of a position will not be appointed until verification of the applicable degree has been obtained. Foreign trained graduates utilizing a degree attained outside of the United States to meet the minimum requirements of a position must be prepared to provide a copy of a credential evaluation conducted by an Approved Credential Evaluation Agency. A list of approved agencies can be viewed at Approved Credential Evaluation Agencies, Florida Department of Education. Approved Credential Evaluation Agencies (fldoe.org) KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of FDACS administrative procedures and principles.Knowledge in state purchasing and invoice processing.Skill in data entry and retrieval.Skill in customer service, including telephone and email.Skill in the use of programs such as Microsoft Office (Word, Outlook, Excel) and Adobe.Ability to establish work priorities.Ability to plan, organize, and coordinate work assignments.Ability to organize and file materials.Ability to review relevant data for accuracy and completeness.Ability to use basic accounting in maintaining various bureau program fiscal matters and maintain financial/fiscal records.Ability to understand and apply applicable rules, regulations, policies, and procedures relating to administrative operations.Ability to communicate effectively, both in writing and verbally.Ability to establish and maintain effective working relationships with others.Ability to exercise discretion and maintain confidentiality of information.Ability to work with little or no direct supervision.