Administrative Assistant

Location: Multiple,None,None

Administrative Assistant

Date Opened      April 22, 2025

Closing Date       May 6, 2025

Location               Jacksonville, Riverview or Carrollwood, FL

Classification Level & Salary Range            $44,259 - $71,932*(CL 24/1 – CL 24/61)

*Based on salary history with the judiciary. Promotional potential to CL 25 without further competition based on performance.

Introduction:

The United States Probation for the Middle District of Florida is seeking qualified applicants for the position of Administrative Assistant. This position is an administrative support career line only and not a probation officer line career ladder position. The Administrative Assistant provides a variety of administrative and technical assistance to the Probation Office’s executive team and support staff in a wide range of areas, including assisting with procurement, property management, travel, and fleet maintenance, to ensure the smooth and efficient operation of the agency. The incumbent is expected to work closely with headquarters staff, as such, the location will be Jacksonville, Riverview or Carrollwood, FL. The permanent station of this position remains at the discretion of the Chief U.S. Probation Officer, in-district travel (including overnights) to other location may be necessary.

The Middle District of Florida is a progressive district that values continual growth and development and collaborative learning through shared experiences.  We believe that leadership is a shared responsibility of all team members, and we expect staff at all levels of the organization to lead from where they stand. We encourage creativity and ingenuity in problem solving.

Geographically, the district covers thirty-five counties from the Georgia border in the northeast to south of Naples on Florida’s southwest coast.  There are five divisional offices located in Tampa, Jacksonville, Ocala, Orlando, and Fort Myers, and satellite offices in Cocoa and Sarasota.

Probation Office Mission Statement:

Middle District of Florida Probation Office will protect the public, promote the fair and impartial administration of justice, and facilitate meaningful positive changes in the lives of others.

Probation Office Vision Statement:

The Middle District of Florida Probation Office will be the gold standard for community corrections agencies. We will set the benchmark for best practices and continually seek to raise the bar. We will provide superior service, complete superior investigations, engage in superior supervision, and have the greatest positive impact on others, the community, and society. We will do so by equipping, empowering, and engaging a highly developed, talented, and motivated staff, one in which all members collaboratively cultivate a culture that embodies our core values and guiding principles.

Representative Duties:

• Initiates vehicle procurement action on replacement and additional vehicles based on replacement standards in consultation with Chief Probation Officer or designee. Coordinates receipt of new vehicles and assigns to appropriate office.
• Manages vehicle licensure and registration with DMV. Submits registration information to DMV; ensures all DMV records are correct.
• Reviews and processes monthly invoices for leasing expenses, fuel, maintenance, repair, and carwash expenses.
• Serves as the primary contact for employees seeking maintenance or repair on GSA vehicles. Maintains accurate and current preventative maintenance list and repair and records them in the General Services Administrative (GSA) maintenance database.  
• Manages the administrative process associated with vehicle accidents and incidents and documenting outcomes. May coordinate with HR when injuries are reported.
• Routinely performs financial duties such as processing invoices for payment and other financial transactions using judiciary’s automated financial tracking systems (JIFMS). Maintains administrative records and documents pertaining to the account.
• Serves as a financial system approver for purchase orders and 1st level payment approver. Reviews orders and payments for accuracy and adherence to appropriate guidelines, policies, and internal controls prior to approval.
• Processes purchase orders and invoices as authorized, ensuring accuracy and appropriateness. Advises staff on purchasing matters and prepares purchase orders for necessary goods and services.
• Monitors funds obligated and expended for purchases. Ensures that accounts have funds available for items being purchased. Assist with providing budgetary information for spreadsheets and databases used to