Requisition No: 836808 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64081020

 Pay Plan: Career Service

Position Number: 64081020 

Salary:  $33,760.00 - $38,000.00 

Posting Closing Date: 11/13/2024 

Total Compensation Estimator Tool

OPEN COMPETITIVE

Your Specific Responsibilities:

Acts as administrative assistant to the Chief, Bureau of Child Care Food Programs, by performing highly complex administrative and technical duties pertaining to all sections of the Bureau.  This position works independently in making decisions and obtaining solutions to routine problems, issues and other matters that fall within established office policies and procedures, guidelines, rules and laws pertaining to personnel, budget and fiscal activities, purchasing, complies with and monitors compliance (when applicable) of the mandatory requirements in Section 215.422, FS and Chapter 69 I - 40, FAC, correspondence, document tracking/control, travel coordination and control, and other administrative duties.

 

Directs all supportive functions for the bureau that includes phone coverage, receiving, sorting, and distribution of incoming mail and coordination of statewide mail-outs to 1,300 contractors.  Identifies and coordinates the acquisition of materials, equipment, supplies, and furniture.

 

Performs administrative functions regarding everyday operations of the program which do not require action by the Chief.  Maintains a log of all incoming assignments, routing to appropriate staff with or without review of the Chief, exercising their own judgment as necessary.  Develops and implements procedures and methods for the orderly processing of paperwork among the various sections for review and approval by the Chief.  Assigns and monitors deadlines to ensure the completion of assignments and provides technical assistance as required.  Responsible for proofreading and/or editing all correspondence requiring the Chief's signature.

 

Serves as the Personnel Liaison for the Bureau.  Prepares and maintains current tables of organization, functional statements, position descriptions, performance standards and appraisals, letters of agency staffing and other administrative documents.  Prepares all recruiting, advertising and selection letters for employment decisions, interview schedules and requests for payroll action. Performs reference checks which would include visiting other state agencies.

 

Manages bureau’s purchasing and procurement for all items. Coordinates purchases using correct systems and processes, including My Florida Market Place (MFMP), state term contracts, purchasing card, purchase orders, contracts, or contract services. Contract manager for purchases that cannot be handled by purchase order. Consults with appropriate officials in purchasing office, MFMP and state travel system. Responsible for reviewing, analyzing, researching and documenting bureau procurement activities to ensure compliance with federal and state purchasing requirements.

 

Identifies and directs the use of office space including maximizing the use and configuration of cubical space.  Works with General Services to ensure proper maintenance of office space, painting, lighting, and maintaining office security for equipment and records.

 

Directs the maintenance of storage facilities for the bureau’s educational and training materials and office records.  Ensures that educational and training materials are re-ordered when inventory becomes low.  Ensures that the bureau adheres to required federal and state record retention requirements.

 

Reviews, analyzes, and provides alternatives to the Chief and management team on current office practices, section make-up, work flow issues and staffing needs.  Revises and prepares new programmatic forms as directed.  Compliance with and monitors compliance (when applicable) of the mandatory requirements in Section 215.422, Florida Statutes, and Chapter 3A-24, Florida Administrative Code.

 

Receives, checks for accuracy, records, and maintains all leave and attendance forms, supply requisitions, travel vouchers and other requests requiring expenditure of funds to be approved by the Chief.  Monitors budget reports in order to assign budget codes to purchase and supply requisitions, travel vouchers, reimbursement vouchers, and Information Resource Requests (IRR). 

 

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