Administrative Assistant 1 - 57000121

Requisition No: 824697

Agency: Department of Citrus

Working Title: ADMINISTRATIVE ASSISTANT 1 - 57000121

Pay Plan: Career Service

Position Number: 57000121

Salary: $35,000.00 - $39,000.00

Posting Closing Date: 03/21/2024

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The Florida Department of Citrus

605 East Main Street

Bartow, Florida 33830

Administrative Assistant

• INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

The Florida Department of Citrus (FDOC) is seeking an administrative support professional to perform a variety of duties for the department.

To perform this job successfully, an individual must have administrative and/or clerical experience, an intermediate-level knowledge of Microsoft Word, Excel and Powerpoint, the ability to prioritize assignments to meet deadlines, be willing to cross-train as secondary to other administrative positions/responsibilities throughout the department, and be a team-player.

AGENCY DESCRIPTION: The Florida Department of Citrus is a marketing and research agency utilizing progressive insights to maximize demand for Florida citrus through a fully integrated marketing and public relations program. Based in Central Florida (Bartow), FDOC is responsible for domestic and international marketing, research and regulation of the $6.9 billion Florida citrus industry.

Responsibilities (not all inclusive):

General Departmental Support:

• Serve as departmental front desk receptionist.

• Answer incoming calls on the switchboard. Route phone calls, take messages, and respond to general requests for information from citrus industry and the public.

• Maintain FCC meeting and committee mailing lists.

• Keep/update contact information for department.

• Order name plates, business cards, and/or signage for incoming employees and commissioners.

• Maintain conference room schedule and inform IT/facility manager of any requirements.

• Serve as back-up for:

• Mailroom duties

• Printing, assembling, and distributing print requests

• Monthly postage

• Monthly cell phone bill

Administrative Support for all Department Directors:

• Schedule and maintain appointments for directors, making day-to-day revisions as necessary.

• Arrange meetings, conferences, conference calls, and travel arrangements for directors.

• Maintain organized records, files, and reports utilizing both physical and digital storage options.

• Manage domestic and international travel arrangements for departmental staff. Obtain visas if necessary. Coordinate with U.S. Embassies on international hotel and transportation arrangements and reservations.

• Prepare necessary authorizations and expense reimbursements in STMS for the directors as well as departmental staff members as necessary.

• Assist departments with annual budget preparation, certification of funds for the annual budget, and with development of annual report and program plans.

• Procure goods, supplies, equipment, and data for departments as needed. Receive goods, pay invoices, and post all expenses.

• Create purchase order requisitions. Work with purchasing on any issues involving requisitions. Ensure that all paperwork is complete and in order. Obtain all necessary signatures.

• Process invoices for payment, ensuring timeliness, accuracy, and compliance with financial policies.

• Responsible for pre-audit of invoices for assigned contracts. Ensure payments are pursuant to contract and cost management plans (CMPs). Submit invoices to Accounts Payable for processing and resolve any issues which may arise. Perform exception handler duties as needed on all invoices submitted. Ensure CMPs include all necessary bids and qualified vendor forms. Code expenditures to proper accounts.

• Establish, maintain, and balance budgets controls and expenditure ledgers for assigned departments. Tracking marketing financial statements by month for ROI study.

• Assist in preparation of presentations using PowerPoint for staff members to use, as requested, to present at industry meetings; assist with preparation of publications and other materials.

• Cross-train as secondary to other administrative positions/responsibilities throughout the Department as needed.

• Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.

• A minimum of three years administrative and/or clerical experience.

• Intermediate level knowledge and experience with Microsoft Office applications (Word/Excel/Outlook/PowerPoint).

• Ability to communicate effectively, both verbally and in writing.

• Ability to establish and maintain effective working relationships with others.

• Ability to plan, organize, and coordinate work assignments.

• Ability to understand and apply applicable rules, regulations, policies, and procedures.

• Experience with state purchasing policies and procedures a plus.

• Knowledge and experience with state travel policies and procedures a plus.

VETERAN RECRUITMENT STATEMENT: The Florida Department of Citrus values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses. Veterans and military spouses are encouraged to apply.

INDIVIDUALS WITH DISABILITIES RECRUITMENT STATEMENT: The Florida Department of Citrus values and supports the employment of Individuals with Disabilities. Individuals with disabilities are encouraged to apply.

REMINDERS:

• Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information please visit the SSS website at http://www.sss.gov.

• If you are a retiree of the Florida Retirement System (FRS) please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.

• The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.

NOTE: All responses provided to the qualifying questions must be verifiable on your State of Florida Employment Application.

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.