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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. The vision of DEP is to advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy.
The Work You Will Do:
ADMINISTRATIVE ASSISTANT II (37937001)
Office of Water Policy & Ecosystems Restoration
The incumbent will be responsible for providing administrative support for two Bureau’s, the Bureau of Water Policy and the Bureau of Everglades Restoration and works as a team member to provide support with other division staff. Administrative support duties include processing of travel authorizations/reimbursements, processes invoices using ELFF and My Florida Market Place (MFMP) and fulfills purchase orders using the state purchasing card and through MFMP and Ariba on Demand coordinating with the budget coordinator and additional staff. The incumbent aids the Division Director as requested, provides guidance on training related activities, provides guidance to staff on the travel approval process and procedures, submits external speaker engagement forms for approval, provides updates on purchasing procedures, assists with property inventory and record retention, and maintains office supplies.
The Difference You Will Make:
The OWPER plays a key role in carrying out the largest environmental restoration project in the world, restoring the natural treasure of America’s Everglades. Our office ensures effective implementation of DEP’s policy, programmatic, technical and regulatory responsibilities under the Everglades Forever Act, the Comprehensive Everglades Restoration Plan, the Northern Everglades and Estuaries Protection Program, and related efforts including Kissimmee River Restoration, Critical Projects Program, Lake Okeechobee Watershed Restoration Program, and Modified Water Deliveries to Everglades National Park.
How You Will Grow:
DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.
Your Specific Responsibilities:
This is a highly responsible position assisting with administrative tasks and assignments for the Office of Water Policy and Ecosystems Restoration staff. The position requires independent planning and establishment of administrative objectives and priorities.
Duties include but are not limited to file management of various technical documents, email correspondence, review comments, forms, and final drafts. Proofreads, correcting grammar, spelling, and punctuation as necessary. Makes copies as needed. Maintains an inventory for records of computer property, equipment, and software. Maintains records and follows the record retention schedule.
The position is responsible for assisting staff in the bureaus and division with processing travel authorizations and travel reimbursements, obtaining and using a State Purchasing Card, creating and managing purchase orders through My Florida Market Place (MFMP)/Ariba on Demand (AoD), purchasing supplies and perquisite items, and processing invoices in ELFF and MFMP. This position ensures all forms required by the department are properly completed and submitted in a timely manner and follows up with actions as needed.
Works with various staff to reconcile expenditures and resolve issues. Maintains and orders office supplies, copier materials and other supplies as necessary.
Assists the training liaison with tracking training activities required of bureau staff and provides reminders to staff when trainings need to be completed, ensures deadlines are met.
May assist with coordinating personnel activities with the HR liaison, including the distribution of routine personnel-related information received from the Division Office to managers and employees, and helping managers with updating position descriptions, completing recruitment packages, contingent offer documents, and notices of separations. Submits IT tickets for new accounts and separations and updating staff outlook contact information. Assists with annual perquisite updates. Assist with preparing and submitting merit/rate requests as needed.
Back-up the budget coordinator with preparing and reconciling monthly and OPS salary grids. Assist with requesting new accounts, codes, and project numbers as needed. Assists with LBR items as needed.
Performs other duties as required.
Required Knowledge, Skills, and Abilities:
Knowledge of:
- Department purchasing procedures and policies
- general office procedures and practices
- correct grammar usage
- basic math
Skill in:
- the use of Microsoft Office Suite, especially Word and Excel
- filing organization
- determining work priorities and ensuring timely completion of high-quality work assignments associated with a complex workload.
Ability to:
- use spreadsheets to analyze information and generate reports, charts and graphs.
- collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
- communicate effectively in writing and verbally
- work independently and as part of a team
- prepare and critique technical documents
- follow written and verbal instructions
- review data and forms for accuracy and completeness
- establish and maintain effective working relationships with others
Minimum Qualifications:
- A valid driver’s license.
- An associate’s degree or higher from an accredited college or university or any combination of post-secondary education or verifiable related experience, as described above, for a total of two years.
- Obtain and maintain valid and active Florida Contract Manager Certification while in this position.
Preferred Qualifications:
- Bachelor’s degree in natural sciences or business/finance management from an accredited college or university;
- or any combination of post-secondary education or verifiable related experience, as described in this posting, for a total of four years.
- Experience in state purchasing policies and programs.
- Active Florida Certified Contract Manager (FCCM) status.
- Excellent communication and people skills.
- Excellent organization and time management skills.
TO APPLY FOR THIS POSITION IN PEOPLE FIRST:
DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following email addresses:
HR_Recruitment@FloridaDEP.gov
Contact: Dana Jones
Dana.R.Jones@FloridaDEP.gov
850-245-2228
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
