Administrative Assistant Ii

Administrative Assistant II

The Office of the State Courts Administrator, Office of Information Technology (OIT), is seeking a qualified professional to provide advanced administrative, fiscal, procurement, scheduling, and clerical support for the OIT Budget and Planning Unit. This position is essential to the efficient operation of the unit and provides comprehensive administrative and financial support across multiple functions.

Responsibilities include procuring information technology goods and services, pre-auditing invoices and travel reimbursements, and supporting budget development, expenditure tracking, and financial reporting. The role also involves processing incoming mail and receiving goods, as well as maintaining accurate and up-to-date inventory records.

Additional responsibilities include responding to telephone and email inquiries, composing correspondence such as emails, letters, and memoranda, and communicating with vendors and OSCA court staff. The position also supports coordination activities such as scheduling meetings, transcribing committee meeting minutes, and maintaining organized files and records for the unit.

The primary duties of this position include, but are not limited to, the following:

• Providing comprehensive administrative and procurement support for the Office of Information Technology, including pre-auditing and processing invoices, reviewing expenditures for accuracy, coordinating approvals, resolving vendor discrepancies, and submitting payments through state financial systems such as MyFlorida Market Place (MFMP) and purchasing card (P-card) processes.
• Placing and tracking orders for IT goods and services and maintaining accurate procurement and purchasing records.
• Coordinating and scheduling meetings with internal and external stakeholders, including vendors, OSCA staff, and judicial personnel, supporting senior leadership and management.
• Managing calendars, distributing meeting invitations, organizing scheduling logistics, and communicating relevant meeting details to participants.
• Arranging travel accommodations for staff, including hotel and rental car reservations, and processing payments using state-issued purchasing cards in accordance with applicable policies and procedures.
• Supporting inventory management functions, including tracking, scanning, and maintaining records of assets assigned to the Office of Information Technology.
• Preparing, editing, and proofreading meeting minutes for Appellate Court Technology meetings, and drafting professional correspondence, including emails, letters, and memoranda, on behalf of the unit.
• Managing incoming communications by processing mail, responding to telephone inquiries, and directing requests to appropriate staff for resolution.
• Providing administrative backup support within the OIT Budget and Planning Unit, assisting with workload coverage and ensuring continuity of operations during absences or peak workload periods.

Education and Training Guidelines

Education:

Bachelor's degree.

Experience:

Two years of work experience in business administration, office environment, or related field. Preference may be given to candidates with a minimum of 2 years of experience processing invoices and arranging and processing travel in accordance with the State of Florida/DMS policies and procedures. Additional preference will be given to candidates with intermediate proficiency in standard Microsoft Office applications.

Competencies Knowledge, Skills, and Abilities (KSA):
Ability to communicate effectively in a professional environment, both orally and in writing, including preparing correspondence, reports, and meeting documentation. Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat, with ability to develop spreadsheets, reports, and presentations. Strong organizational and time management skills with the ability to prioritize assignments, manage multiple projects, and meet deadlines in a fast-paced environment.

Ability to compile, analyze, and interpret data to support reporting, decision-making, and process improvements. Skilled in building and maintaining effective working…