FDC-ADMINISTRATIVE ASSISTANT III-70002896-CENTRAL OFFICE

Requisition No: 849282 

Agency: Department of Corrections

Working Title: FDC-ADMINISTRATIVE ASSISTANT III-70002896-CENTRAL OFFICE

 Pay Plan: Career Service

Position Number: 70002896 

Salary:  $41,097.16 - $43,260.36 Annual Range 

Posting Closing Date: 04/01/2025 

Total Compensation Estimator Tool

***OPEN COMPETITIVE ADVERTISEMENT***

Administrative Assistant III – 70002896

 

This advertisement is for a Career Service position located at Central Office in the Bureau of Procurement.

 

Salary: $41,097.16 - $43,260.36 Annual Range

 

SALARY WILL BE DETERMINED IN ACCORDANCE WITH CURRENT PAY POLICY.

 

SPECIFIC DUTIES & RESPONSIBILITIES:

The incumbent in this position performs highly responsible administrative work assisting the Director of Procurement, as well as coordinating administrative functions within the Bureau.

The duties and responsibilities of this position, although not limited to those enumerated below, are as follows:

• This position assists the Director of Procurement in the daily operation of the Bureau.  Duties include assisting customers who contact the main Bureau of Procurement phone line, ensuring work assignments are completed and correctly formatted before submission to the Director, coordinating and scheduling meetings as necessary, providing guidance and assistance to staff and advising them upon completion of approvables.  Attend meetings and take minutes when necessary.
• Coordinate the routing of all solicitation and contracting documents including logging, tracking, document pick-up, and reporting on status.
• Coordinate human resource actions including the status of all vacant positions, assisting with scheduling interviews, and ensuring interview packets are complete.
• Coordinate the Bureau’s budget including tracking of all expenditures and reporting on the status of the budget monthly.
• Serve as the main Purchasing Card (PCard) reconciler for the Bureau including approving charges as the Level 002 approver within the timeframes established in Department Procedure.
• Serve as the main requester for the Bureau including making purchases with the PCard and creating and tracking purchase requests (PRs) in MyFloridaMarketPlace.
• Serve as the Bureau’s Records Custodian and ensure that the Bureau follows the state’s record retention policy by tracking all current solicitation and contract administration records. Coordinating their transmittal to Wakulla CI, as appropriate, and coordinate their destruction when retention has been met. Monitor the bid room to ensure that all solicitation responses are being stored appropriately, in accordance with Department procedures.
• Coordinate travel arrangements as requested, including preparation of travel authorizations and reimbursements.  Work to ensure travel arrangements are within travel policy.
• Prepares communications to staff on matters relating to office/department procedures and work requirements, distributing attachments as necessary.
• Collects data for special projects. Researches and gathers data for the Director on various bureau issues. Proofs and edits drafts for grammatical, spelling, and typographical errors before submitting to the Director.
• Serves as liaison with other divisions, regions, institutions, and public as needed and as requested.
• Collects and distributes the bureau’s mail, two times daily. Reviews the mail, determines what needs to be seen by the Director, and notes priorities. Track deadlines and assists with prioritizing reviews which are most urgent or could be handled by other sections.
• Maintain the Director’s calendar on a daily/weekly basis, scheduling appointments and meetings, pulling reference materials for appointments and meetings, and handling walk-in traffic and requests from staff for appointments, e