ADMINISTRATIVE ASSISTANT I – 37000887

ADMINISTRATIVE ASSISTANT I – 37000887

Date: Oct 18, 2024

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .

Requisition No: 839603

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT I – 37000887

Pay Plan: Career Service

Position Number: 37000887

Salary: $2,902.03 monthly

Posting Closing Date: 11/01/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

ADMINISTRATIVE ASSISTANT I

State of Florida

Department of Environmental Protection

Anticipated Job Vacancy

OPEN COMPETITIVE

Closing date: 11.01.2024

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship – protecting our air, water and land. The vision of DEP is to create strong community partnerships, safeguard Florida’s natural resources and enhance its ecosystem.

The Work You Will Do:

ADMINSTRATIVE ASSISTANT I – 37000887

This position provides administrative and secretarial support in a variety of technical and professional areas to the Park Manager, Assistant Park Manager and other park staff.

Assists in planning, coordinating and implementing all administrative activities involved in park operations. Performs fiscal, purchasing, and budget tracking duties for park. Maintains computerized budget tracking system and reconciles with FLAIR. Provides related budget reports to park manager and district. Assists park manager in the planning and administration of park contracts, use agreements and permits. Processes requisitions, bids, and p-card transactions.

SUPERVISOR: Renee Paolini, Park Manager; 386.931.4123

Renee.Paolini@dep.state.fl.us

The Difference You Will Make:

Florida state parks are managed and preserved for enjoyment by all through providing appropriate resource-based recreational opportunities, interpretation and education that help visitors connect to the Real Florida. SM

How You Will Grow:

DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

Where You Will Work:

Washington Oaks Gardens State Park

6400 N. Oceanshore Blvd.

Palm Coast, FL 32137

The gardens offer visitors a peaceful stroll along winding reflection ponds sheltered by a picturesque oak hammock. Washington Oaks is also famous for its unique shoreline of coquina rock formations along the Atlantic beach. This ancient rock formation creates the perfect spot for beachcombing, tidal pool exploring and photography.

Visitors can picnic and fish from either the beach or the seawall along the Matanzas River on the parks west boundary.

A number of short trails are perfect for hiking and bicycling, and a visitor center offers opportunities for learning about the parks natural and cultural resources.

Click the attached link to learn more about this beautiful park: https://www.floridastateparks.org/parks-and-trails/washington-oaks-gardens-state-park

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 click www.myfrs.com );

Flexible Spending Accounts;

Tuition waivers;

And more!

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

Pay:

Base salary $2,902.03 monthly/$34,824.36 annually

Your Specific Responsibilities:

Prepares correspondence for park staff including reports, personnel meeting minutes, forms, budget requests, and other park related items. Compiles and edits the information for final reports.

Receives and reads incoming mail, screen items which can be handled personally, forwarding remainder to supervisor or other park staff to handle. Maintains tracking system to ensure report deadlines are met and time-sensitive email request are handled by the appropriate staff.

Serves as office manager to ensure park operations run efficiently and smoothly. Acts as a receptionist, answer and make telephone calls, operate two-way radio, relay messages, answer questions from the public, give information and directions, handle general complaints or divert matters to appropriate person. Maintains office equipment, such as copy machine, printers, computers, point of sale system, credit card machines and phone system to keep equipment operational.

Trains and supervises OPS Toll Collectors and park staff on ranger station procedures for Park Business System, operation of point of sale system, monitors daily paperwork and revenue reporting to ensure fiscal compliance. Reviews and processes daily, weekly and monthly revenue reports and takes action for needed corrections to maintain compliance. Closes out daily batch reports and compiles supporting documents for monthly reporting of revenue.

Serves as purchasing agent, creating requisitions and purchase orders for commodities and contract services and processes invoices in state purchasing system, processes purchasing card (p-card)transactions, and performs other duties related to purchasing. Ensures all transactions adhere to the State’s purchasing policies. Utilize and operate software programs such as, My Florida Marketplace System, SAMAS/FLAIR reports, FIMS, Oculus, PPMTS database, Park Business System (POS revenue collection program), P-Card Works System, Quicken Budget Tracking. Monitors purchasing policies and procedures and implements changes and updates into the daily operations of the park.

Monitor the park’s budget and post expenditures in the Quicken tracking system. Work closely with Park Management on planning, coordinating and maintaining a balanced budget throughout the fiscal year. Review OPS payrolls to verify accuracy, processes forms/reports as required to correct budget shortfalls.

Assist Park Management with hiring process to fill vacant positions. Prepares Personnel Action Requests, performs timekeeper and talent management functions utilizing People First. Maintains personnel files.

Sets up and maintains all files and records of correspondence, documents, reports, and other materials relating to park operations, budget and purchasing in adherence to department retention schedule.

Performs other related duties as required.

Required Knowledge, Skills, and Abilities:

Knowledge of: administrative principles and practices

Skill in: accounting practices, personal computer operation; operating general office equipment; use of database and word processing software; planning, coordinating and implementing meetings and training programs.

Ability to:understand and apply applicable rules, regulations, policies/procedures relating to administrative functions and compliance; prepare and maintain financial records; communicate effectively verbally and in writing; solve complex problems; prepare correspondence and administrative reports; work independently; establish and maintain effective working relationships with others; maintain files and filing systems.

Minimum Qualifications:

Maintain Valid driver’s license

Successful completion of background/fingerprint check

Preferred Qualifications:

Previous professional office experience including budget and administrative functions

BACKGROUND SCREENING REQUIREMENT:

This position is a Position of Trust. Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.

DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following email addresses:

HRVeteransPreference@dep.state.fl.us

HRER@dep.state.fl.us

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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

PALM COAST, FL, US, 32137

Nearest Major Market:Palm Coast