ADMINISTRATIVE ASSISTANT II (IT Purchasing Assistant) - 79000242 - Florida State Jobs : Job Details

The Division of Technology is dedicated to leveraging innovation, collaboration, and efficiency to empower progress, enhance digital infrastructure, and ensure technological advancements benefit society as a whole.

This position provides professional administrative support for the Division of Technology by performing fiscal, purchasing and property control functions and assists in conducting daily administrative activities.

Your specific responsibilities include:

• Providing operational support to the Division of Technology's Director's Office and units within the division.
• Handling administrative tasks (printing, filing, binding, etc.) for managers as needed.
• Preparing correspondence and documents as requested.
• Scheduling appointments and return calls as requested.
• Acting as Division's receptionist who receives and routes incoming calls to the Division to the appropriate individual.
• Managing incoming and outgoing mail, including shipping.
• Responsible for purchasing technology items and office supplies and telecommunications equipment for the Division and Department using a Purchasing Card (P-Card) and/or the MyFloridaMarketPlace (MFMP) eProcurement system, in accordance with the Department policies and State of Florida purchasing statutes and rules.
• Responsible for monitoring and working in the IT purchasing queue tickets, updates with detailed notes and resolves tickets when completed.
• Assisting in receiving, documenting and coordinating Department mobile devices, tablet devices and IT assets.
• Responsible for collecting and reconciling P-Card transactions in WORKS and other invoices before submission to the Division's Budget Coordinator or F&A for approval and payment processing. Also responsible for maintaining files and spreadsheets of detailed records.
• This position acts as Fleet manager for the division and oversees all state vehicles assigned to the Division. Updates division vehicle policies for approval by the Director. Ensures data from the monthly reports are accurate and submitted timely. Maintains the Division vehicle inventory in the Department of Management Services Fleet database. Prepares vehicle inventory, maintenance and usage reports as required. Issues Fuel & Maintenance cards as required and assists with acquisition of new vehicles. Obtains license plates & titles from the Florida Department of Motor Vehicles when needed and communicates vehicle & license plate activities with the Division SunPass account manager.
• Performs related work as required.

Knowledge, skills & abilities include:

• Knowledge of office procedures and practices.
• Excellent telephone etiquette.
• Knowledge of Microsoft Office Suite.
• Exhibits initiative and follow-through.
• Ability to work independently with minimal supervision.
• Ability to plan, organize and coordinate work assignments.
• Exhibits integrity in dealing with confidential or sensitive issues/correspondence.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, and purchasing.
• Ability to understand and apply rules, regulations, policies, and procedures.

Minimum requirements include:

• Four (4) years of administrative or clerical experience in a professional office environment; and
• At least two (2) years of experience using the Microsoft Office Word, Excel and Outlook; and
• Valid Driver License.

Preference will be given to applicants with experience with MFMP and/or WORKS.