ADMINISTRATIVE ASSISTANT I - 41000773 1

State of Florida; Tallahassee (FL); On-site; USD 32,000 - 44,000; Full time

Job summary

State of Florida is recruiting for an Administrative Assistant I in Tallahassee to lead the mail room operations, supervise staff, and oversee related General Services processes. The role reports to Office Operations Manager I and drives mail handling, vehicle maintenance, and documentation across the bureau.

The position requires several years of secretarial/administrative experience or a high school diploma with related work history; strong leadership, organizational, and safety skills are

Qualifications

• Four years of secretarial or administrative work experience OR
• A high school diploma or its equivalent and two years of secretarial or administrative work experience; or
• If no bachelor’s degree: College education substituted at 30 semester hours or 45 quarter hours for up to two years of required work experience; or
• Vocational/technical training in secretarial science or office/business studies can substitute at 720 classroom hours for up to two years of required work experience.

Responsibilities

• Coordinate unit staff meetings, update agendas and ensure staff are current on procedures.
• Oversight of all mail room operations including processing incoming and outgoing mail and supervision of staff.
• Supervision includes hiring, discipline, retention, assignments, attendance and performance reviews.

Skills

Secretarial experience

Administrative support

Education

High school diploma

Job description

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The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website .

Requisition No:883192

Agency: Office of the Attorney General

Working Title: ADMINISTRATIVE ASSISTANT I - 41000773 1

Our Organization and Mission:

The Office represents the State of Florida in state and federal civil and criminal courts, from trial courts to the Supreme Court of the United States.

Pay:

$38,080.16 Annually

Position Summary:

This position functions as the Mail Room lead worker, reporting directly to Office Operations Manager I. This employee serves as the lead worker for of all mail room operations which includes processing all incoming and outgoing mail (internal and external), performing and monitoring all General Services check receiving and review processes, maintaining the state vehicles utilized by the mail room and provide leadership and guidance to all mail room staff.

Qualifications:

• Four (4) years of secretarial or administrative work experience Or
• A high school diploma or its equivalent and two (2) years of secretarial or administrative work experience; or
• If no bachelor’s degree: College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for up to two (2) years of the required work experience; or
• Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for up to two (2) years of the required work experience.

Preference may be given to applicants with prior experience in mail room operations, mail handling, electronic mail routing, OR routing correspondence.

The Work You Will Do:

This position’s duties include but not limited to the following:

• Coordinate unit staff meetings, keeping and adding to the agendas; assist in reinforcing procedures, and ensure mail room staff are current on procedural changes.
• This employee has oversight of all mail room operations which includes processing all incoming and outgoing mail (internal and external), oversight of the General Services check receiving and review process, maintaining the state vehicle utilized by the mail room and supervision of all mail room staff.
• Supervision of the mail room staff involves hiring, disciplining, making recommendations for retention, special duty assignments, attendance and leave approvals, and performance reviews.
• Coordinates unit staff meetings, keeping and adding to the agendas, reinforces procedures, and keeps staff current on procedural changes.
• Facilitates the evaluation of mail room staff through established criteria and performance standards to meet production and other standards. .
• Coordinates and provides or seeks provisions of training for support staff within the bureau.
• Participates in the implementation of workloads, workflow, production deadlines, and assists staff in determining workload priorities to achieve maximum utilization of time.
• Incoming Mail: Employee opens and processes all incoming mail following all safety procedures. Including logging all courier packages and checks and ensuring that each piece of mail is properly placed in the correct section bin or delivered to the correct location. Utilize tracking system and trouble shoot any problems. Educate and make sure all mail room staff are following the proper procedures.
• Outgoing Mail: Employee processes all outgoing mail, including USPS, UPS/FedEx and Inter-office, with any special handling procedures ensuring that all documentation is completed for tracking proposes.
• Properly placing the correct amount of postage on each piece of mail to ensure timely and cost-effective mail handling and delivery.
• Research and train staff in any new procedures.
• Employee provides guidance to all AG staff members regarding mailing procedures to include assigning UPS accounts. Inform supervisor of any concerns or issues that may arise including postal and shipping updates and closure information.
• Make sure all equipment is up to date, cared for and properly maintained.
• This includes ordering supplies and following all procedures for processing Purchasing and Finance documents properly.
• State Vehicle: Make sure vehicle is maintained according to warranty, especially oil changes, and monthly reports are completed and submitted on a timely basis.
• Monitor vehicle use, proper parking, appointments for rides, fleet card use, binder and inspection forms are kept up to date.
• Participates and completes special projects as assigned by supervisor.

Candidate Profile (application) must be completed in its entirety.

• Include supervisor names and phone numbers for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of entering work history.
• If you experience problems applying online, please call the People First Service Center at [phone].

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 ).

IMPORTANT NOTICE:

To be considered for the position, all applicants must:

Submit a complete and accurate application profile necessary for qualifying such asdates of service, reason for leaving, etc. In addition, all applicants must ensure all employment and/or detailed information about work experience is listed on the application (including military service, self-employment, job-related volunteer work, internships, etc.) and that gaps in employment are explained.NOTE:Any required experience and/or preferences listed in the advertisement must be verified at the time of application.

• Ensure that applicant responses to qualifying questions are verifiable by skills and/or experience stated on the employment application and/or resume.Applicants who do not respond to the qualifying questions will not be considered for this position.
• The elements of the selection process may include a skill assessment exercise.
• Current and future vacancies may be filled from this advertisement for a period of up to six months. Following the six-month period, a new application must be submitted to an open advertisement to be considered for that vacancy.
• OAG employees are paid biweekly.All state employees are required to participate in the direct deposit program pursuant to s. 110.113, F.S.

CRIMINAL BACKGROUND CHECKS/ DRUG FREE WORKPLACE:

All OAG positions are "sensitive or special trust" and require favorable results on a background investigation including fingerprinting, pursuant to s. 110.1127(2)(a), F.S. The State of Florida supports a Drug-Free Workplace, all employees are subject to reasonable suspicion or other drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act. We hire only U.S. citizens and those lawfully authorized to work in the U.S.

E-VERIFY STATEMENT:

The Office of the Attorney General participates in the U.S. government’s employment eligibility verification program (E-Verify).E-Verify is a program that electronically confirms an employee’s eligibility to work in the United States after completion of the employment eligibility verification form (i-9).

PERSONS WITH DISABILITY/ADA STATEMENT:

The OAG supports the employment of individuals with disabilities and encourages them to seek employment within our agency. If you need an accommodation because of a disability, as defined by the Americans with Disabilities Act, in order to participate in the application process, please notify the people first service center at 877-562-7287. If you need accommodation during the selection process, please notify the hiring authority in advance to allow sufficient time to provide accommodation.

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 Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from SSS. For more information, please visit the SSS website at: https://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.If you return to FRS employment before satisfying the requiredwaiting period, your retirement may be voided, and you may haveto repay all benefits you have received, including any DeferredRetirement Option Program (DROP) payout.

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.

Location:

TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32399

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.