ADMINISTRATIVE ASSISTANT II - 42001446

Requisition No: 816745 

Agency: Agriculture and Consumer Services

Working Title: ADMINISTRATIVE ASSISTANT II - 42001446

 Pay Plan: Career Service

Position Number: 42001446 

Salary:  $37,800.10 

Posting Closing Date: 11/21/2023 

Total Compensation Estimator Tool

ADMINISTRATIVE ASSISTANT II
 

FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
 

DIVISION OF AGRICULTURAL ENVIRONMENTAL SERVICES
 

***OPEN COMPETITIVE OPPORTUNITY***
 

CONTACT:
 

Patricia Lucas, 850-617-7835
 

MINIMUM REQUIREMENTS:
 

A bachelor's degree from an accredited college or university and two (2) years of administrative experience. 
 

A master's degree from an accredited college or university can substitute for one year of the required experience. 
 

Administrative or clerical experience can substitute on a year-for-year basis for the required college education. 
 

An equivalent combination of education and experience which equals six (6) years can substitute for the above requirements.
 

***ATTENTION CANDIDATES***
 

To be considered for a position with the Florida Department of Agriculture and Consumer Services:
 

• All fields in the Candidate Profile must be completed (an attached resume is not a substitution for the information required on the candidate profile).
• Work history, duties and responsibilities, hours worked, supervisor, and formal education fields, etc. must be filled out to determine qualifications for this position.
• Responses to Qualifying Questions must be verifiable in the Candidate Profile.

The Florida Department of Agriculture and Consumer Services values
and supports employment of individuals with disabilities. Qualified
individuals with disabilities are encouraged to apply.
 

ADDITIONAL REQUIREMENTS:
 

Occasional travel required.
 

NOTES:
 

Successful applicant must pass a background screening, including fingerprinting, as a condition of employment.
 

JOB DUTIES:
General: The duties and responsibilities for this position are directly related to the agency mission of the number of official samples analyzed and analytical tests conducted under F.S. Chapters 487, 576, 578, and 580. Manages the Bureau of Agricultural Environmental Laboratories main office, coordinates contract administration activities, performs bureau wide purchasing, invoice processing and travel responsibilities, and serves as the bureau's financial and personnel liaison. Provides primary staff assistance to the administrative needs of the Bureau Chief and Assistant Bureau Chief. Maintains the bureau's personnel, training and purchasing records in support of laboratory accreditation requirements. Compiles information and prepares report for activity documentation related to Performance Based Program Budgeting (PBB).  Provides administrative assistance with sample processing for the bureau’s feed, seed, fertilizer and pesticide laboratory programs.
 

Manages the overall operation of the bureau office.  Responsible for the storage and tracking of bureau personnel records, routing incoming phone calls to the appropriate personnel, processing incoming and outgoing mail and maintaining all bureau filing systems. Tracks the status of bureau office supplies and ensures appropriate levels are maintained. Responsible for conducting annual records inventory and preparing applicable documentation for all records retention and records destruction activities.  Maintains the bureau’s training records in support of laboratory accreditation requirements. Coordinates the completion and submission of annual visual verification forms and creates and submits ICR forms for bureau information technology property as instructed by the Division Information Officer. Attends quarterly financial/budget and personnel liaison meetings held by the division.  Performs audits as requested. Maintains records for and tracks commercial fertilizer and seed sample analysis revenues collected through the Laboratory Information Management System (LIMS) for reconciliation.
 

Places orders for bureau laboratory and office supplies using proper state of Florida purchasing card (P-card) procedures.  Processes P-card invoices for payment after verifying receipt of complete shipments.  Coordinates completion of ordering spreadsheets by laboratory staff and approval by section managers.  Ensures that the purchasing record keeping spreadsheets are kept current in support of laboratory accreditation and grant requirements.  Researches, compiles and prepares purchasing related documentation in support of purchase order requisitions. Coordinates contract administration activities, monitors balances and due dates; and requests change orders as needed. Monitors and processes invoices according to department procedures and completes Summary of Contractual Services forms as required.
 

Provides primary staff assistance to the administrative needs of the Bureau Chief and Assistant Bureau Chief.  Prepares expenditure reports for and attends monthly bureau management meetings.  Assures accuracy in work products and accurate transmittal and implementation of policy and procedural decisions.  Coordinates the preparation of all paperwork necessary for filling vacant positions and the processing of personnel action requests.  Schedules interviews and assists bureau management with hiring procedures.  Manages the preparation and submission of travel authorizations and vouchers for all bureau staff.  Gathers necessary information to justify reasons for travel and provides logistical support in making travel accommodations and processing receipts upon return. Prepares certified feed laboratory renewal correspondence 30 days prior to expiration.  Tracks and monitors receipt of payment and prepares confirmation letters and official certificates with applicable areas of testing. 
 

Prepares and generates laboratory management reports by running queries from data contained in the LIMS.  Researches supporting documentation and assists in the compilation of budget/expenditure information for grant reports required by the Environmental Protection Agency and the Food and Drug Administration.  Compiles information and prepares report for feed, seed, fertilizer and pesticide activity documentation related to PBB.  Independently completes any corrective action. Provides administrative assistance with sample processing for the bureau’s feed, seed, fertilizer and pesticide laboratory programs.
 

Performs other related duties as requested by supervisor.
 

KNOWLEDGE, SKILLS, AND ABILITIES:
 

• Knowledge, skill, and ability in the use of word processing, spreadsheet, and database programs, including utilization of equipment required for the position. 
• Knowledge of basic mathematics. 
• Knowledge of principles/techniques of written communication.  
• Knowledge of state travel, purchasing and personnel policies and procedures. 
• Ability to plan, organize and prioritize assignments. 
• Ability to communicate verbally and in writing. 
• Ability to accurately transpose information. 
• Ability to maintain confidentiality. 
• Ability to establish and maintain effective working relations with others and coordination between offices. 
• Ability to follow written and verbal instructions. 
• Ability to type and proofread documents. 
• Ability to compile and analyze data for administrative decisions. 
• Ability to organize and maintain records management systems. 
• Skill at organizing information in a logical and easily retrievable manner.
   

The Benefits of Working for the State of Florida
 

Working for the State of Florida is more than a paycheck.  The State’s total compensation package for employees features a highly competitive set of employee benefits including:
 

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision and other supplemental insurance options;
• Retirement plan options, including employer contributions (For more information, please visit www.myfrs.com;)
• Flexible Spending Accounts;
• Tuition waivers;
• And more!
   

For a complete list of benefits, visit www.mybenefits.myflorida.com.
 

SPECIAL NOTES:

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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.