Administrative Assistant

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Requisition No:882323

Working Title:

ADMINISTRATIVE ASSISTANT I -

This position is located in Marathon, Florida

Previous applicants must re-apply to be considered

Position Overview and Responsibilities:

Compliance with the processing requirements of Chapter 215.422, F.S. is mandatory. Persistent failure to comply with this section by any agency of the state shall constitute good cause for discharge of employees duly found responsible, or predominantly responsible, for failure to comply.

Assists Park Manager in planning, coordinating, and implementing all administrative activities such as: annual ticket audits, purchasing audits, budget monitoring, the overseeing of fiscal data and records, and completion of daily, weekly and monthly reports. Assists management with purchasing, bids, work projects, requisitions, contracts, and other necessary administrative functions. Tracks/reconciles the park’s budget. Oversees Purchasing Card (P-card) process ensuring accuracy and timely submission.

Acts as purchasing agent for P-cards, FPO’s and requisitions. Manage SAMAS/FLAIR reports, EMIS, Oculus, PPMTS database and future tracking systems. Sets up and maintains all files and records of correspondence, documents, reports, and other materials relating to the park budget and purchasing.

Answers phones, operates radio equipment and maintains logs. Assists in administrative activities related to computerized reservation system. Explains facilities and services provided for public use, enjoyment and education; meets visitors, answers questions, provides information and directions. Assists with daily ranger station opening/closing procedures and revenue reporting and assists with operation as needed. Attempts to resolve visitor complaints while maintaining good public relations.

Assists with public service announcements and press releases as needed. Provides natural and cultural history information to visitors as needed.

Assists in overseeing lower-level employees (OPS office staff). Monitors performance evaluations ensuring timely submission. Prepares Personnel Action Requests, performs timekeeper functions, and assists with hiring and Talent Management utilizing People First.

Receives and reads incoming mail, screens items that can be handled personally, forwarding the remainder to supervisor or other park staff with necessary background material. Maintains tracking system to ensure correspondence, reports and other work is performed in a timely fashion. Tends to telephone, answers visitor questions and delivers messages.

May be responsible for serving as the Administrative Assistant for operations parks, providing administrative support based of two park’s operational needs and workload demands.

Performs other related duties as required.

Required Knowledge, Skills, and Abilities:

KNOWLEDGE OF:

• administrative principles and practices
• planning, coordinating and implementing meetings, training programs and special events

SKILL IN:

• personal computer operation including Microsoft Word, Microsoft Excel and database software

ABILITY TO:

• understand and apply applicable rules, regulations, policies/procedures relating to administrative functions
• prepare and maintain financial records
• communicate effectively verbally and in writing
• prepare correspondence and administrative reports
• work independently
• establish and maintain effective working relationships with others

Minimum Qualifications:

• Valid driver’s license

Position of Special Trust Requirement:

This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position.

Pay:

$3,083.33 plus $105.73 Competitive Area Differential monthly/$37,000.00 annually

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship - protecting our air, water and land.…