ADMINISTRATIVE ASSISTANT II - 22000052

Requisition No: 840300 

Agency: State Courts System

Working Title: ADMINISTRATIVE ASSISTANT II - 22000052

 Pay Plan: State Courts System

Position Number: 22000052 

Salary:  $39,867.55 Monthly 

Posting Closing Date: 11/11/2024 

Total Compensation Estimator Tool

Position Title
Administrative Assistant II

 

Job Location
Office of the State Courts Administrator, 500 South Duval Street, Tallahassee, Florida

 

Salary Range
$39,867.55 Annually; $3,322.30 Monthly

 

Job Description
For additional information about this job please contact Office of Human Resources by phone at 850-487-0778.
 

This position is to provide advanced administrative, fiscal, procurement, scheduling, and clerical support for the Office of Information Technology (OIT). The position responsibilities include, but are not limited to, procurement of IT goods and services, pre-auditing of invoices and travel reimbursements, budget, expenditure tracking and reporting, processing incoming mail and receipt of goods, tracking of inventory, answering telephone calls, responding to requests for information, composing emails, letters, and memos; communicating with vendors and other OSCA court staff including assisting to schedule meetings, transcribing committee meeting minutes; and maintaining files and records for the OIT Budget and Planning unit.

Examples of Work Performed
-Pre-audits and processes invoices for expenditures paid from all cost centers managed by the Office of Information Technology, reviews invoices for accuracy, communicates with OIT staff for approval, contacts vendors regarding disputes, provides accurate payment details, and submits invoices to Finance and Accounting or via My Florida Market Place (MFMP).
-Places orders for IT goods and services – uses MFMP to submit Purchase Requisitions, uses online accounts to place orders, communicates with vendors to order and pay via purchasing card (P-card). Tracks orders and performs receipt of goods and maintains associated procurement records.
-Schedules meetings with vendors, OSCA staff, judicial staff, and others as requested by the CIO and other OIT managers – coordinates with meeting attendees, reviews Outlook calendars, issues Doodle polls, sends calendar invites, and provides meeting information to attendees.
-Prepares hotel and rental car travel reservations for OIT staff and uses state-issue Purchasing Cared (P-card) to process payments.
-Assists with inventory tracking and scanning duties of all items assigned to OIT.
-Prepares and/or proofreads minutes for Appellate Court Technology meetings. Prepares emails, letters, memos, and other correspondence on behalf of the unit.
-Processes incoming mail. Answers main OIT telephone provides callers with assistance or directs to other staff for resolution.
-Assists the other Administrative Assistant position in the OIT Budget and Planning Unit and provides backup services for that position as needed.

 

Education and Training Guidelines
Bachelor’s degree; and

Two years of work experience in business administration, office environment, or related field.

Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.

Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience.

 

Competencies
Requires the ability to prepare correspondence (letters, emails, and memorandums), develop spreadsheets and charts as requested.

Ability to perform budgetary/mathematical calculations and analyses.

Ability to prioritize work, meet deadlines and manage multiple assignments/projects.

Ability to organize work and work products for access by the supervisor and others.

Ability to communicate effectively and cooperatively with others, both within and outside of the unit.

Minimal physical requirements related to the receipt of technology equipment purchased.

Ability to effectively communicate and maintain working relationships with judicial and nonjudicial State Courts System personnel, including circuit court and appellate court staff, as well as the public.