EXECUTIVE SECRETARIES & ADMINISTRATIVE ASSISTANTS
PeopleFirst Florida HR - Broward County, FL

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Minimum Qualifications

A Bachelor’s degree and one year of administrative experience. A Master’s degree can substitute for the required experience. Administrative or clerical experience can substitute on a year for year basis for the required college education.

PREFERENCE WILL BE GIVEN TO APPLICANTS WITH :

Bachelor's degree and experience and/or knowledge of the Statewide Purchasing System (My.Florida.com).

SPECIAL NOTES :

Must have a valid driver's license at all times.

This position is located at 222 NW 22nd Avenue, Fort Lauderdale, FL 33311 at the Broward Regional Juvenile Detention Center. The starting annual salary is $26,748.02.

CONTACT INFORMATION:

Colisler Green 1 (305) 637-4500 ext. 105

or

Dora Newton 1 (954) 467-4563 ext. 114

OCCUPATION PROFILE

JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATION: EXECUTIVE SECRETARIES AND ADMINISTRATIVE ASSISTANTS

43-6011

DESCRIPTION

This is work at a juvenile detention center that houses delinquent youth male and female. The employee will communicate with various vendors and agency officials regarding needs for materials, supplies, services and equipment and required delivery schedules. To furnish Administration/Management with monthly expenditure information concerning budgetary prices and tracking of materials, supplies and equipment and recommend sources of supply. To prepare and order all commodities associated with the operation of facility repair and service contracts, clothing, personal hygiene, office supplies, office equipment, etc. To maintain operating budget for the detention center and to indicate all purchase requisitions for daily operation. To initiate all purchases into Statewide Purchasing System (MyFlorida.com) assigning each purchase to appropriate allocated budgetary entities. Managing and insuring daily operation of facility in accordance with department policies and procedures. Analyze and inspect equipment for appropriate solution to resolve at cost effective resolution. Review, approve and process all invoices for the facility. Provide and prepare written and verbal bid specification to vendors. Manage and insure facility daily financial and purchasing process operates effectively in accordance with Department policy, procedure and Quality Improvement standards. Notifies all vendors of invoices and pays through State SAMAS Program. Accepts and monitors all medical bills sent to the facility. Determines the patient/agency responsibility. Sends the USDA National School Lunch and Breakfast Programs monthly meal count, which provides a reimbursement.

EXAMPLES OF WORK

Coordinates and directs office services, such as records and budget preparation, contact management and personnel, and related duties to aid Administration.

Assists in the preparation of budgets, budget amendments and budget requests.

Prepares and maintains records and reports, such as recommendations for solutions of administrative problems, reports, financial reports, applications and administrative orders.

Files, maintains, arranges for storage, retrieves or reproduces documents, records, and reports.

Analyzes operating practices and procedures to create new or to revise existing methods.

Reviews, assigns, prepares and tracks correspondence assignments.

Maintains various databases to ensure financial projects are completed accurately and timely.

Interprets administrative and operating policies and procedures.

Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.

Reads and responds to correspondence.

EXAMPLES OF JOB CHARACTERISTICS

Performing Administrative Activities

Approving requests, handling paperwork, and performing day-to-day administrative tasks.

Communicating With Other Workers

Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.

Analyzing Data or Information

Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.

Getting Information Needed to do the Job

Observing, receiving, and otherwise obtaining information from all relevant sources.

Processing Information

Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.

Monitoring and Controlling Resources

Monitoring and controlling resources and overseeing the spending of money.

Coordinating Work and Activities of Others

Coordinating members of a work group to accomplish tasks.

Interpreting Meaning of Information to Others

Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.

Making Decisions and Solving Problems

Combining, evaluating, and reasoning with information and data to make decisions and solve problems. These processes involve making decisions about the relative importance of information and choosing the best solution.

Establishing and Maintaining Relationships

Developing constructive and cooperative working relationships with others.

EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES

Reading Comprehension

Understanding written sentences and paragraphs in work related documents

Writing

Communicating effectively with others in writing as indicated by the needs of the audience

Coordination

Adjusting actions in relation to others' actions

Synthesis/Reorganization

Reorganizing information to get a better approach to problems or tasks

Time Management

Managing one's own time and the time of others

Speaking

Talking to others to effectively convey information

Information Gathering

Knowing how to find information and identifying essential information

Monitoring

Assessing how well one is doing when learning or doing something

Active Listening

Listening to what other people are saying and asking questions as appropriate

Management of Material Resources

Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work

Clerical

Knowledge of administrative and clerical procedures and systems

Administration and Management

Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods

Computer

Knowledge of computer software including applications

LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS

EFFECTIVE 7/01/02

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or the People First Service Center (1-877-562-7287). 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.

Pursuant to Chapter 295, Florida Statutes, eligible veterans and spouses of veterans will receive preference in employment and are encouraged to apply. For applicants claiming Veterans' Preference, please attach supporting documentation that includes character of service (for example, DD form 214 Member Copy #4) when you apply for a vacancy. Applicants may also fax their supporting documentation to People First at 1-888-403-2110. All documentation is due by the closing date of the job announcement.

PeopleFirst Florida HR - 15 months ago - save job - block
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