Administrative & Purchasing Specialist

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Date:
Sep 22, 2026

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:884177

Agency:
Management Services

Working Title:

ADMINISTRATIVE & PURCHASING SPECIALIST -

Position Overview and Responsibilities:
Specific responsibilities of the Administrative & Purchasing Specialist include, but are not limited to, the following:

• Assist with the maintenance of contact information for division employees. Order & invoice for business cards as requested and provide support for the onboarding of new employees to include inventory tracking and management, and initial office supply provision.
• Document management of paper-based and electronic materials as directed; proofread materials for consistency, grammar, and spelling; scheduling appointments; and other tasks such as scan, fax and copy, assembling binders, etc.
• Email Management including managing Purchasing Customer Service (PCS) and Single Source mailboxes, responding and forwarding emails timely and accurately. Mailboxes will be checked multiple times per day.
• Telephone support by answering promptly, professionally, and courteously; proactively address caller needs and route calls appropriately; taking messages and forwarding calls
• Back up Meeting coordination, as requested, by scheduling meetings based on date/time availability of staff, reserving the meeting space, and arranging for any needed audio/visual equipment or technology; prepare meeting correspondence and attending to take notes as requested.
• Mail Support by daily activities to receive, date stamp and sort paper-based and electronic mail as requested, and highlight any actions, deadlines and/or appointments. Arrange and follow‑up on courier deliveries.

• Receive and process all checks received following Financial Management Services (FMS) checklist. All checks received to be processed and clocked into FMS on the date received.

• Make purchases (e.g., office supplies, toner, paper, etc.) from approved suppliers at agreed to prices utilizing eProcurement system. Manage inventories for purchased items to ensure no stock‑outs and no excess inventory. Ensure service providers perform facilities management activities (e.g., office moves, cleaning, etc.). Manage Department wide POs as necessary. Serve as inventory liaison. Responsible for both the Division of State Purchasing and the Office of Supplier Development.

• Work with Administrative Team to ensure adequate coverage throughout the office during all business hours (e.g., lunch), and in the absence of other Assistants.
• Fill in for Administrative team during times of absence.

• Assist with CPO priorities and with special projects as requested.

The Administrative & Purchasing Specialist should possess the following:

• Administrative
  - Proficient Typing, Data Entry, Organization, Reliable & Courteous
• Professional
  - Oral & Written Communication, Meeting & Presentation, Project Management
• Technology - eProcurement & eSourcing, Microsoft Office (Excel, Word, PowerPoint, Access)

• Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.422 requires
• Position requires sedentary work with repetitive motion
• Positio…