ADMINISTRATIVE ASSISTANT III - SES - 64000489

State of Florida

2d • Onsite

About The Position

This position is responsible for the supervision of the support staff in the Director’s office of the Division of Administration including appraisals, planning, and directing their work, approving leave, and having the authority for hiring and taking disciplinary action or effectively recommending such actions. The position reports to and serves as back up to the Senior Management Analyst I position in the initiating, planning, and completing administrative activities for bureaus Finance and Accounting (FA) and General Services (GS), as well as the division director’s office including, but not limited to:

Serves as Personnel Liason for FA and GS. Monitors and reviews various ticket types to ensure tickets are complete and/or provide guidance on FLHealthDesk-HR (FLHD) related questions. (i.e. telework, flexible schedule, emergency duty notice). Via FLHD, reviews completion HR packages and reviews all required documentation for personnel changes within deadlines prescribed by HR. Involved in the recruitment process from advertising to hire date, including assiting new hires with new employee training and completing new hire paperwork. Reviews HR reports and sends out reminders. Serves as backup on FLHD tickets in the absence of the OPS Staff Assistant.

Manages Admin’s Adobe Pro Console by adding and deleting employees, as well as requesting AAII 64031646 to order more licenses, when needed.

Serves as back up in coordinating the agenda and notes for the weekly Division of Administration conference call, in the absence of the Office Operations Consultant I and Senior Management Analyst I.

Acts as PCard approver for AAII; 64031646.

Oversees, and serves as back up to, Property Custodian Delegate for the bureaus of FA and GS ensuring Asset Management System is updated with current property information, as property is exchanged. Provides the bureau chief a listing of all missing property.

Assists with reservation of conference rooms for the division. Reviews assignments and requests for bureau chiefs and/or division director approval.

Oversees the coordination of administrative duties, such as maintenance and repair of office equipment, telephones, computers, printers, phone coverage, processing and distributing mail.

Requirements

• Must be willing to physically come in the office to perform the duties & responsibilities of the position.

Responsibilities

• Supervision of the support staff in the Director’s office of the Division of Administration including appraisals, planning, and directing their work, approving leave, and having the authority for hiring and taking disciplinary action or effectively recommending such actions.
• Serves as Personnel Liason for FA and GS.
• Monitors and reviews various ticket types to ensure tickets are complete and/or provide guidance on FLHealthDesk-HR (FLHD) related questions.
• Reviews completion HR packages and reviews all required documentation for personnel changes within deadlines prescribed by HR.
• Involved in the recruitment process from advertising to hire date, including assisting new hires with new employee training and completing new hire paperwork.
• Reviews HR reports and sends out reminders.
• Serves as backup on FLHD tickets in the absence of the OPS Staff Assistant.
• Manages Admin’s Adobe Pro Console by adding and deleting employees, as well as requesting AAII 64031646 to order more licenses, when needed.
• Serves as back up in coordinating the agenda and notes for the weekly Division of Administration conference call, in the absence of the Office Operations Consultant I and Senior Management Analyst I.
• Acts as PCard approver for AAII; 64031646.
• Oversees, and serves as back up to, Property Custodian Delegate for the bureaus of FA and GS ensuring Asset Management System is updated with current property information, as property is exchanged.
• Provides the bureau chief a listing of all missing property.
• Assists with reservation of conference rooms for the division.
• Reviews assignments and requests for bureau chiefs and/or division director approval.
• Oversees the coordination of administrative duties, such as maintenance and repair of office equipment, telephones, computers, printers, phone coverage, processing and distributing mail.

Benefits

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed