ADMINISTRATIVE ASSISTANT II - SES

Requisition No: 851378

Agency: Juvenile Justice

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 80056793

Pay Plan: SES

Position Number: 80056793

Salary: $1,462.60 Bi-Weekly

Posting Closing Date: 04/25/2025

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The Department of Juvenile Justice salutes our heroes.

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We value the service given to our country and support the hiring of service members and military spouses.

The Right Service, the Right Way, at the Right Time

LOCATION, CONTACT AND SALARY INFORMATION:

Location: Lakeland, Fl. Polk County

Contact Person: Laura Buen (850) 717-2534

Minimum Biweekly Rate of Pay: $1,462.60 biweekly (In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee’s current rate, whichever is higher.)

DUTIES & RESPONSIBILITIES:
This position assists the Senior Management Analyst Supervisor by managing and coordinating tasks and assignments ensuring that staff and programs/facilities in the region adhere to rules and regulations, policies, procedures and guidelines. This includes but is not limited to: Assumes the lead role in the coordination and completion of various reports, recommendations, and/or response to correspondence; processes, develops, reviews and composes a variety of correspondence and reports, investigating subject matter and preparing replies. Provides comprehensive assistance and office management to the Senior Management Analyst Supervisor. Routes and/or directs various assignments to appropriate staff on behalf of the manager and coordinates and follow through on work assignments ensuring work is completed in accordance and consistent with Department of Juvenile Justice (DJJ) policies and procedures. Represents the manager in agency matters as authorized. Reviews routine subject matter and prepares response as appropriate.
Process incoming correspondence on a daily basis; log; and track. Ensure proper and expeditious handling of correspondence and due date materials. Ensure correspondence is prepared and presented error free and in compliance with good business practice and department policy. Maintain working files and current information on related policies and procedures.
Coordinate and disseminate information to region staff/programs/facilities in a timely manner. Maintain liaison with programs on behalf of the Senior Management Analyst Supervisor.
Performs purchasing, fiscal and other major function duties. Process purchase orders and invoices for payment on a daily basis. Serves as the lever 2 approver to check and provide input into the State Automated Accounting System (SAMAS) and excel spreadsheet on a daily basis.
Maintains a working file for all invoices and purchase orders received and processed.
Performs personnel office duties. Maintain in-house working personnel files of regional staff. Serve as the Requisition Manager on People's First to assist in the advertising and hiring process as needed.
Assist with advertising position vacancies, hiring packets and personnel requirements as needed.
Secures meetings by making arrangements, notification to appropriate attendees, agenda and minutes completion.
Secures travel vouchers and original receipts for regional office staff. Collection of data for use in preparation of travel vouchers, ensure codes are correct, obtain appropriate supervisor's signature and submit to headquarters for payment in required time frame.
Performs other duties as required.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of office procedures and practices; principles and techniques of effective communication methods of data collection.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to use Microsoft Office Suite software.
Deal with the public in a tactful and courteous manner.
Perform basic arithmetic calculations; work independently; utilize problem-solving techniques.
Plan, organize and coordinate work assignments; communicate effectively; establish and maintain effective working relationship with others.

SPECIAL NOTES:
To be considered for this position, responses provided to the qualifying questions for this advertisement must be verifiable on your State of Florida Candidate Profile. Actual work experience, years of employment, hours worked per week, explanation of gaps in employment must be clearly defined, or the candidate may not be considered for the position.

Candidates must successfully complete a background screening prior to employment.
All prospective candidates will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening for direct care positions.
DJJ participates in E-Verify (Employment Eligibility). When identified on a position description, a valid driver’s license is required. If initially hired with an out-of-state license, the Florida resident must obtain a valid Florida state driver’s license within 30 days of hire. Licenses suspended or revoked for any reason, work permits (Business purpose/Employment/education only licenses), and some types of restricted licenses are not acceptable. Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle.

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.