ADMINISTRATIVE ASSISTANT I - 80004016

Administrative Assistant I - 80004016

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website.

This position is in a detention facility and handles facility level fiscal matters. The incumbent will serve as the Fiscal Liaison between Headquarters Finance and Accounting, Regional Office, and facilities relating to all matters within the Fiscal program and maintain medical information confidential.

Reviews, audits, and processes all accounts payable documents, to include, but not be limited to purchase order receiving reports, non-purchase order receipts, and travel in accordance with departmental and regional office procedures, and in accordance with Florida Statutes.

Maintains vendor files establishing ledgers for all accounts, reviewing account information, and keeping current information and balances on each file.

Prepares and submits all facility purchase requisitions in accordance with department and regional office procedures; maintains purchase requisitions / purchase order files, catalogs, and state contracts.

Assists in the review of the direct operating budget by reconciling expenditure and encumbrance reports against the region's vendor files.

Acts as purchasing liaison between the facility and the regional office.

Handles vendor inquiries and complaints.

Receives, reviews, and prepares facility correspondence; and handles mail.

Performs administrative support functions for facility administration as directed.

This position must comply with the requirements set forth in Section 215.422, Florida Statutes, Prompt Payment Compliance Law.

Performs other related duties as required.

Minimum qualifications for this position include the following required entry level knowledge, skills and abilities :

Knowledge of bookkeeping principles and practices.

Knowledge of basic arithmetic.

Knowledge of office procedures and practices.

Knowledge of basic filing practices.

Ability to perform basic arithmetical calculations.

Ability to maintain fiscal records.

Ability to organize and file materials.

Ability to review fiscal data for accuracy and completeness.

Ability to post, balance and reconcile fiscal records.

Ability to compile fiscal data.

Ability to work independently.

Ability to communicate effectively.

Ability to plan, organize and coordinate work assignments.

Ability to establish and maintain effective working relationships with others.

Ability to understand and apply applicable rules, regulations, policies and procedures relating to an accounting program.

Minimum qualifications :

A high school diploma

A valid driver's license.

Preferred qualifications :

Preference may be given to candidates with three years of bookkeeping or clerical accounting experience.

College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience provided such education includes two courses in bookkeeping or accounting.

Vocational / technical training in bookkeeping or accounting can substitute at the rate of 720 classroom hours for each year of the required experience.

Special notes :

All prospective candidates will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening.

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.

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.