OPS ADMINISTRATIVE ASSISTANT II - 37979039

Requisition No: 873009

Agency: Environmental Protection

Working Title: OPS ADMINISTRATIVE ASSISTANT II - 37979039

Pay Plan: Temp

Position Number: 37979039

Salary: $21.00-$22.00/hour

Posting Closing Date: 04/13/2026

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ADMINISTRATIVE ASSISTANT II: 37979039

State of Florida

Department of Environmental Protection

Office of Resilience and Coastal Protection - Southeast Region

This position is located in Miami, FL

Position Overview and Responsibilities:

This position supports four essential environmental programs that impact the lives of Florida's citizens, either directly or indirectly. You will help a team of scientists working in the Coral Reef Conservation Program, the Biscayne Bay Aquatic Preserves, the Florida Keys Aquatic Preserves and the Florida Keys National Marine Sanctuary to protect our valuable and precious marine resources. There are also many opportunities to interact with the rest of the agency personnel in Tallahassee and other regions throughout the state of Florida.

• The position is funded by the Coral Reef Conservation Program, but supports the administrative needs of several programs within the Southeast Region of the Office of Resilience and Coastal Protection (ORCP).
• Primary responsibilities include requisitioning, accounts payable, inventory, bookkeeping, travel support, and public engagement.
• The position does not supervise any other positions, but may provide guidance to interns and volunteers from time to time.

General Admin (Primary)

• Answer phone calls and emails, and greet visitors/couriers/vendors professionally and provide information, when possible
• Participate in all regional budget meetings with managers and coordinators, as scheduled
• Vehicle/vessel usage: monthly scan all regional vehicle and vessel logs, enter data/file into Oculus, e-file
• Fedex shipments: create online labels, prepare shipments, if needed, enter estimate in spreadsheet
• USPS Mail: retrieve and sort, deliver to offices, try to reduce the number of catalogs received
• Copier: order toner, call for service, refill paper, as needed
• Water filter: check for proper function and call for service, as needed
• Cell phone invoices: monthly reminder to staff, review, submit in ELFF as delegate, e-file
• Janitorial: create calendar appointment, schedule cleaning crew, and review/approve each service visit
• Other duties as assigned

Inventory (Primary)

• Conduct annual inventory according to the guidance from the Property Section and ORCP coordinator
• Property surplus/transfer/donations – prepare forms, get signature, email, e-file (secondary)

Procurement (Primary)

• Create requisitions in MFMP, track through approvals process to expedite, e-file PR and PO, email approved POs to requesters
• Research and obtain quotes for purchases or advise staff who are getting quotes, insurances, etc., including EQuote, as needed
• Annually (beginning in April), get quotes for new blanket PRs, scan, attach, submit, also project PRs
• Inventory office/janitorial supplies monthly, order through MFMP, maintain organized supply closet

Accounts Payable (Primary)

• MFMP invoices: scan as needed, enter receiving info, update PPT or Contract Summary Form, receive in MFMP, submit invoice in MFMP, enter in spreadsheet, e-file, create new fiscal year e-files
• Utility invoices: review, scan, highlight info, enter in ELFF, enter in spreadsheet, e-file, send to FSC if unusually high
• Contract invoices: download FACTS contract summary form, get signature, review funding, submit in ELFF, enter in spreadsheet, e-file
• Non-travel expense reimbursements: Submit in ELFF, enter in spreadsheet, e-file
• Works pcard charges: audit and enter details in cost tracking spreadsheet

Travel Logistics (Primary)

• Assist all staff with travel form-related questions, hotel suggestions, research flights (secondary)
• Travel Authorizations for self and proxy travelers – e-file trip forms, e-file final vouchers, enter costs into spreadsheet

Training Liaison (Secondary)

• Participate in quarterly meetings to support the regional training liaison as needed
• Support the Monthly New Employee Orientations as requested

General Admin/Meeting Support (Secondary)

• 508 Compliance support
• Supports the Operations Manager with office equipment maintenance contracts and building maintenance, including any building/equipment emergencies (e.g., AC, plumbing, copy machine, computers, etc.)
• May provide assistance with meeting preparation and facilitation at both on-site and off-site venues
• Update business card formatting, print cards, and create luggage tags for staff, as needed

Field/Outreach Support (Secondary)

• May pilot a DEP vessel occasionally, if qualified
• Support outreach programs, as needed

Required Knowledge, Skills, and Abilities:

These are entry-level knowledge, skills, and abilities that are essential to be successful in the position.

• Knowledge of office management and accounting principles and techniques
• Skill with PC computers; Microsoft Word, Microsoft Excel, Adobe Acrobat
• Strong math and analytical skills
• Strong organization and time management skills
• Ability to be flexible, multitask, and meet tight deadlines
• Ability to utilize problem-solving techniques
• Ability to accurately manage a budget
• Ability to determine work priorities and ensure timely completion of work assignments
• Ability to demonstrate courteous and effective verbal and written communication with a diverse range of people
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to state procurement and contracts
• Ability to work in a team setting as well as work independently and complete tasks with attention to detail under minimal supervision
• Ability to establish and maintain effective working relationships with others
• Ability to lift a minimum of 35 lbs.

KSA’s preferred:

• Knowledge of marine resources and environmental management
• Skill in small boat handling and trailering, or the ability to acquire these skills.

Minimum Qualifications:

Insert a list of the required experience, training and other requirements (as listed in the PD) that provides appropriate job-related evidence that an applicant possesses the minimum required qualifications necessary to be successful in the position.

• At least 4 years of verifiable related experience in bookkeeping, coordination, or project management in a professional office. Post-secondary degrees may be used as an alternative for the required years of experience on a year-for-year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.

• Valid Driver License

Position of Special Trust Requirement:

This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position.

Preferred Qualifications:

These qualifications are helpful and may lead to a higher level of success in the position: bachelor’s degree in business administration or accounting, experience with QuickBooks software, SCUBA diving qualification, small boat handling experience, knowledge of SE Florida’s marine ecosystems, flora and fauna. Spanish language skills are helpful, but not required.

Pay:

$21.00-$22.00/hour

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 advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. 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:

Miami is a vibrant city in the Southeast corner of the state of Florida, situated directly on Biscayne Bay and close to beautiful white sand beaches. It is considered a major business center while also known for its museums and cultural offerings as well as its many restaurants and nightlife. It is a sports enthusiast haven as many outdoor activities are enjoyed by people in the area. Also, with no state income tax, Florida is a great place to work regardless of where you find yourself on the career ladder. The ORCP Southeast Region covers 5 counties (Martin, Palm Beach, Broward, Miami-Dade, and Monroe). The DEP’s office in Miami is called the Biscayne Bay Environmental Center and is located in the middle of the Biscayne Bay Aquatic Preserve within the Pelican Harbor Park and Marina in Miami-Dade County, Florida.

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s benefits package for eligible OPS employees includes:

• Participation in state group insurance (must meet eligibility requirements*).
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan, for more information, please visit Corebridge Financial).
• Flexible Spending Accounts;
• And more!

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

*Seasonal and part-time OPS employees (less than 30 hours average per week) refer to the links above for detailed eligibility requirements.

Special Notes:

DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferable 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:

HR_VeteransPreference@dep.state.fl.us

HR_Recruitment@FloridaDEP.gov

An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DEP Human Resources (HR) Office at (850) 245-2511. DEP requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

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.