ADMINISTRATIVE ASSISTANT I - 37010952

State of Florida; Tallahassee (FL); On-site; USD 35,000 - 36,000; Full time

Benefits offered by this job

Total Compensation Estimator Tool

Job summary

State of Florida is seeking an Administrative Assistant I to provide in-office support for the Environmental Protection agency in Tallahassee. The role involves coordinating program activities, preparing agendas and materials, and ensuring timely documentation and compliance across divisions.

The position requires strong clerical skills, proficiency with Microsoft Office, and the ability to manage multiple tasks while maintaining professional communication with staff, vendors, and partners.

Qualifications

• Two years of verifiable related experience; degree can supplement.
• Valid Driver’s License required.
• Experience in administrative and clerical procedures.

Responsibilities

• Coordinate and process purchasing requests for the Division; track POs and follow up on requests.
• Monitor the Division’s Shared Services mailbox and manage communications and scans.
• Set up new hire workspaces, maintain onboarding materials, and welcome cards for new employees.
• Assist with workspace organization and coordination of facilities-related requests.
• Review scanned documents for accuracy and coordinate IT edits in databases.
• Answer calls and route to appropriate staff; provide general information and assistance.
• Handle mail distribution and provide basic clerical tasks like copying, scanning, and filing.
• Perform other duties as assigned.

Skills

Administrative procedures

Purchasing processes

Data entry

Customer service

Communication skills

Teamwork

Independent work

Telephone etiquette

Note taking

Proofreading

File organization

Planning and prioritizing

Office equipment operation

Professional correspondence

Education

Two years of related experience (required)

Valid Driver’s License

Tools

Microsoft Office Suite

Job description

Requisition No: 883366

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT I - 37010952

Pay Plan: Career Service

Position Number: 37010952

Salary: Annual Salary Range: $34,760.00 - $35,500.08 (commensurate with experience)

Posting Closing Date: 09/14/2026

Total Compensation Estimator Tool

ADMINISTRATIVE ASSISTANT I - 37010952

State of Florida

This position is located in Tallahassee, FL

Position Overview And Responsibilities

This is a full-time, Administrative Assistant I, in-office position with a work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. The AAI serves as the administrative support for the Division and all program areas to facilitate daily operations and program effectiveness. The incumbent will assist in coordinating program-specific activities, events, and/or meetings, including preparation of agendas, materials, and follow-up documentation. Track and manage program related documents, including forms, records, reports, and compliance materials. Support special projects and other administrative tasks as assigned by Division Leadership. In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department’s Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures and/or general orders applicable to performing the duties of this position. The employee is expected to identify and meet the needs of customers in order to provide excellent customer service.

• Coordinate and process purchasing requests for the Division in accordance with organizational policies. Track and maintain records for all purchase orders and ensure timely follow-up on outstanding requests.
• Monitor the Division’s Shared Services mailbox and ensure timely responses, routing, or handling of incoming messages. Log, track, and manage the Division’s Priority Scans and ensure accurate documentation and delivery.
• Set-up and reset new hire workspaces, ensuring they are fully equipped and ready prior to arrival. Maintain inventory of office supplies and onboarding materials for new employees. Prepare and route welcome cards for new employees, ensuring timely delivery. Maintain records of distributed welcome cards and follow-up to ensure the new hires receive them. Within the first week of employment, email new hires to collect information for the Quarterly New Hire
• Assist with workspace organization and coordination of minor facilities-related requests.
• Review scanned documents to ensure accuracy, completeness, and compliance. Identify and document errors or inconsistencies, and follow-up as needed to ensure timely corrections. Coordinate with Division IT staff to address necessary edits or updates in the Department’s databases. Maintain accurate logs and records of document reviews and corrections to support accountability and quality assurance efforts.
• Answer and route incoming calls to the appropriate Program staff. Provide general information and assistance to callers as requested and needed. Take messages accurately and ensure timely follow-up.
• Handling the distribution of incoming and outgoing mail for the Division, maintaining accuracy and timeliness. Provide general clerical support such as photocopying, scanning, and filing documents.
• Performs other duties as assigned.

Required Knowledge, Skills, And Abilities

• Understanding of administrative and clerical procedures, including file management, recordkeeping, and general office operations.
• Familiarity with purchasing processes and vendor coordination.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other standard office software.
• Problem-solving skills with the ability to identify errors and follow through with corrections.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to interact professionally with staff at all levels, including management, vendors, and external partners.
• Knowledge of entering and editing data into a computer system.
• Skill in handling telephone calls in a courteous and efficient manner.
• Ability to attend meetings and take notes/minutes.
• Ability to proofread documents; correcting grammar, spelling and punctuation as needed.
• Ability to organize files and other documents, analyze information and compile summary reports.
• Ability to plan, organize and prioritize work tasks, handle large workloads, meet specific deadlines, and work effectively under pressure.
• Ability to operate general office equipment.
• Strong written and verbal communication skills for professional correspondence and interactions with internal and external stakeholders.

Minimum Qualifications

• At least two years of verifiable related experience . Post-secondary degrees from an accredited college or university 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’s 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.

Pay

Annual Salary Range: $34,760.00 - $35,500.08 (commensurate with experience)

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

Tallahassee, Florida’s Capital City, lined with rolling hills, oak trees, and canopied roads combine old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career.

Benefits

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 );
• Tuition waivers;
• Total Compensation Estimator Tool
• And more!

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

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:

[e-mail]

[e-mail]

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 [phone]. 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.

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.