OPS ADMINISTRATIVE ASSISTANT II

Requisition No: 710249

Agency: Environmental Protection

Working Title: OPS ADMINISTRATIVE ASSISTANT II - 37979039

Position Number: 37979039

Salary: $19.00/hour

Posting Closing Date: 08/21/2022

ADMINISTRATIVE ASSISTANT II: 37979039

State of Florida

Department of Environmental Protection

Office of Resilience and Coastal Protection

Southeast Region

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 create strong community partnerships, safeguard Florida’s natural resources and enhance its ecosystem.

The Work You Will Do:

Insert a brief description of the specific position being advertised which includes the following:

• The working title of this position is Administrative Assistant.
• The position is funded by the Coral Reef Conservation Program, but supports the administrative needs of several programs withing the Southeast Region within the Office of Resilience and Coastal Protection (ORCP).
• Primary responsibilities include requisitioning, accounts payable, inventory, bookkeeping, travel support, public engagement.
• The position does not supervise any other positions, but may provide guidance to interns and volunteers from time to time.

The Difference You Will Make:

This position supports four essential environmental programs that impact the lives of Florida citizens, either directly or indirectly. You will help a team of scientists working in the Coral Reef Conservation Program, the Biscayne Bay Aquatic Preserves, the Florida Keys Aquatic Preserves and the Florida Keys National Marine Sanctuary to protect our valuable and precious marine resources. There are also many opportunities to interact with the rest of the agency personnel in Tallahassee and other regions throughout the state of Florida.

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.

Where You Will Work:

Miami is a vibrant city in the Southeast corner of the state of Florida, situated directly on Biscayne Bay and close to beautiful white sand beaches. It is considered a major business center while also known for its museums and cultural offerings as well as its many restaurants and nightlife. It is a sports enthusiast haven as many outdoor activities are enjoyed by people in the area. Also, with no state income tax, Florida is a great place to work regardless of where you find yourself on the career ladder. The ORCP Southeast Region covers 5 counties (Martin, Palm Beach, Broward, Miami-Dade, and Monroe). The DEP’s office in Miami is called the Biscayne Bay Environmental Center and is located in the middle of the Biscayne Bay Aquatic Preserve within the Pelican Harbor Park and Marina in Miami-Dade County, Florida.

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s benefits package for eligible OPS employees includes:

• Participation in state group insurance (must meet eligibility requirements*). For more details consult with People First at 877-562-7287 or go to: https://www.mybenefits.myflorida.com/health/eligibility_and_enrollment/ops_employees
• Participation in the Florida Deferred Compensation Plan (457b). For additional details and online enrollment visit MyFloridaDeferredComp.com
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan). (For more information, please click Social Security Alternative Plan (aigrs.com) and read OPS Social Security Alternative Plan;
• Flexible Spending Accounts;

For a more benefits information, visit www.mybenefits.myflorida.com.

Pay:

$19/hour

Your Specific Responsibilities:

General Admin – Primary Responsibility

• Answers phone calls and emails, and greets visitors/couriers/vendors professionally and provides information if possible
• Participate in all regional budget meetings with managers and coordinators
• Grant progress reports – update the Admin section every 6 months and update position SOW each year
• Vehicle/vessel usage – monthly scan all regional vehicle and vessel logs, enter data/file into Oculus, efile
• Fedex Shipments – create online labels, prepare shipments if needed, enter estimate in QB
• USPS Mail - retrieve and sort, deliver to offices, try to reduce the number of catalogs received
• Copier - order toner, call for service, refill paper, as needed
• Cell phone invoices – monthly reminder to staff, review, submit in ELFF as delegate, efile
• Janitorial – create calendar appointment, schedule cleaning crew, and review/approve each service visit
• Other duties as assigned

Inventory – Primary Responsibility

• Conduct Annual Inventory according to the guidance from the Property Section and ORCP coordinator
• Property Surplus/Transfer/Donations – prepare forms, get signature, email, efile (secondary)

Procurement – Primary Responsibility

• Create requisitions in MFMP, track through approvals process to expedite, efile PR and PO, email approved POs to requesters
• Research and obtain quotes for purchases or advise staff who are getting quotes, insurances, etc., including EQuote, as needed
• Annually (beginning in April), get quotes for new blanket PRs, scan, attach, submit, also project PRs
• Inventory office/janitorial supplies monthly, order through MFMP, maintain organized supply closet

Accounts Payable – Primary Responsibility

• MFMP invoices – scan as needed, enter receiving info, update PPT, receive in MFMP, submit invoice in MFMP, enter in QB, efile, create new fiscal year efiles
• Utility Bills – review, scan, highlight info, enter in ELFF, enter in QB, efile, send to FSC if unusually high
• Contract invoices – download FACTS contract summary form, get signature, review funding, submit in ELFF, enter in QB, efile
• Review/edit travel and non-travel expense reimbursements, submit in ELFF, enter in QB, efile
• Enter pay periods in MFMP for each OPS employee and monthly for FTEs
• Works pcard charges - audit and enter in QB

Travel Logistics – Primary Responsibility

• Support SE Regional Administrator with pre- and post-travel requests in STMS as preparer, and logistics like hotel, car, flight, etc.
• Assist all staff with travel form-related questions, hotel suggestions, research flights (secondary)
• Travel Authorizations – efile trip forms in BBEC folder, efile final vouchers, enter into QB

Training Liaison – Secondary Responsibility

• Participate in quarterly meetings to support the regional training liaison as needed

General Admin/Meeting Support – Secondary Responsibility

• 508 Compliance support
• Supports the Office Manager with office equipment maintenance contracts and building maintenance, including any building/equipment emergencies (i.e. AC, plumbing, copy machine, computers, etc.)
• May provide assistance with meeting preparation and facilitation at both on-site and off-site venues
• Quarterly Measures Report (QMR) – review staff input, seek manager approval, submit appropriately

Field/Outreach Support – Secondary Responsibility

• May be asked to pilot a DEP vessel occasionally, if qualified
• Support CRCP and BBAP outreach and volunteer days, as needed

Required Knowledge, Skills, and Abilities:

These are entry-level knowledge, skills, and abilities that are essential to be successful in the position.

• Knowledge of office management and accounting principles and techniques
• Skill with PC computers; Microsoft Word and Excel, and accounting software such as QuickBooks
• Strong math and analytical skills
• Strong organization and time management skills
• Ability to be flexible, multitask, and meet tight deadlines
• Ability to utilize problem-solving techniques
• Ability to accurately manage a budget
• Ability to determine work priorities and ensure timely completion of work assignments
• Ability to demonstrate courteous and effective verbal and written communication with a diverse range of people
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to state procurement and contracts
• Ability to work in a team setting as well as work independently and complete tasks with attention to detail under minimal supervision
• Ability to establish and maintain effective working relationships with others
• Ability to maintain a valid FL driver license
• Ability to travel
• Ability to lift a minimum of 35 lbs.

KSA’s preferred:

• Knowledge of marine resources and environmental management
• Skill in small boat handling and trailering, or the ability to acquire these skills.

Minimum Qualifications:

Applicants must possess an associate’s degree or equivalent number or years of professional office management experience, plus at least 5 years of bookkeeping experience, or bachelor’s degree in business administration or accounting and 2 years of bookkeeping experience.

Preferred Qualifications:

These qualifications are helpful and may lead to a higher level of success in the position: bachelor’s degree in business administration or accounting, office management experience, SCUBA diving qualification, small boat handling experience, knowledge of SE Florida’s marine ecosystems, flora and fauna.

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_VeteransPreference@dep.state.fl.us

HR_ER@dep.state.fl.us

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.