ADMINISTRATIVE ASSISTANT I - 43000507

Florida; Tallahassee (FL); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Health benefits

Life insurance

Paid holidays

Vacation/sick leave

Tuition waiver

Training opportunities

EAP

Public Service Loan Forgiveness

Job summary

State of Florida is seeking an Administrative Assistant I in Tallahassee to provide broad administrative and clerical support. The role includes drafting correspondence, scheduling, travel arrangements, and coordinating with the Fire Prevention division.

Applicants must possess strong MS Office skills, excellent written and verbal communication, and the ability to manage calendars and multi-line phone systems. A security background check is required.

Qualifications

• Knowledge of standard business formats and office procedures.
• Ability to take and transcribe notes and handle multi-line communications.
• Proficient in MS Office applications; able to manage calendars and arrange travel.
• Strong verbal and written communication and data handling skills.
• Ability to organize files, track mail, and manage records with accuracy.

Responsibilities

• Provide broad administrative and clerical support under supervision.
• Serve as administrative assistant to division manager and staff; draft correspondence and minutes.
• Screen calls, greet visitors, route inquiries to appropriate personnel, and take messages.
• Schedule meetings, maintain calendars, and arrange travel and conference setups.
• Process purchasing, manage invoices, and maintain expenditure records.
• Prepare and distribute reports, spreadsheets, and prepare routine correspondence.
• Maintain departmental files and assist with data entry and archival tasks.
• Support emergency activations and deployments as needed.

Skills

Verbal & written communication

Time management

Data collection & analysis

Problem solving

Note taking & transcribing

Calendar management

Customer service

Team coordination

Tools

MS Word

MS Excel

MS Outlook

MS PowerPoint

MS Access

Job description

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

Requisition No:887155

Working Title: ADMINISTRATIVE ASSISTANT I - 43000507

*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****

CLASS TITLE: ADMINISTRATIVE ASSISTANT I

DIVISION: STATE FIRE MARSHAL

BUREAU: FIRE PREVENTION

CITY: TALLAHASSEE

COUNTY: LEON

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:

• Health insurance (over 90% employer paid)
• $25,000 life insurance policy (100% employer paid)
• Dental, vision and supplemental insurances
• State of Florida retirement package
• Generous vacation and sick leave
• Nine (9) paid holidays a year
• One (1) Personal Holiday each year
• Tuition waiver for public college courses
• Training opportunities
• Employee Assistance Program (EAP)
• Public Service Loan Forgiveness (if eligible)
• One (1) year of clerical office experience.
• One (1) year of experience in customer service.
• One (1) year experience in MS Office applications such as Word, Excel, Outlook and PowerPoint.
• One (1) year experience answering a multi-line telephone.
• Certified Contract Manager Certificate or obtain within first year of employment.

Preference:

• State travel and P-Card/purchasing experience.

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of standard business formats and styles of letters; office procedures and practices; principles and techniques of effective verbal and written communications; methods of data collection; problem solving techniques
• Ability to take and transcribe notes; organize files and other records; compile and analyze data; perform basic arithmetical calculations; use correct spelling, punctuation and grammar; operate general office equipment; handle multi-line communications system and respond to telephone calls in a courteous and effective manner; plan, organize and coordinate work assignments; communicate verbally and in writing; establish and maintain effective working relationships with others; use personal computer and available MS Office software, including Word, Excel, Outlook, Access; and Power Point.

SPECIAL NOTES

Incomplete applications will not be considered.

This position requires a security background check, including fingerprint as a condition of employment.

This position will be filled at the annual salary of $37,315.00.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

BRIEF DESCRIPTION OF DUTIES:

The essential function of this position within the organization is to provide broad administrative, organizational, and clerical support. The position is responsible for administrative and clerical/office tasks of responsibility. The position works under general supervision independently developing work methods and sequences.

Serves as direct administrative assistant to the inspection’s section Safety Program Manager and provides administrative support to bureau chief, manager(s), and supervisor(s) in the Bureau Fire Prevention or section/unit assigned; may provide temporary coverage for assistants or other administrative support staff, as needed. Drafts correspondence, meeting minutes, memoranda’s, reports, e-mails, and other documents. Screen telephone calls and visitors; provide information, resolves issues, directs caller/visitor to proper personnel or take messages. Schedules appointments/meetings and maintain calendars; coordinates schedules for staff; keep supervisor(s)/staff apprised of appointments throughout the day. Assists in preparing and maintaining calendar(s); assists in ensuring proper setup of conference/meeting/training rooms for use. Makes travel arrangements. Reviews incoming mail and e-mail correspondence(s); assists in monitoring the Bureau’s general email; schedules training events; assists and effectively communicates information to bureau chief, manager(s), supervisor(s). Division staff, and the general public regarding the Bureau of Fire Prevention’s areas or regulation and licensing. Proofreads documents for grammar, spelling, accuracy of quotations, and format. Tracks all mail in and out of office.

Prepares and maintains expenditure records and reports. Performs purchasing duties using state purchasing card and/or My Florida Market Place. Order supplies and equipment; obtain quotes; prepare purchase requisitions; audits invoices. Ensures all pertinent records are created and maintained. Attends staff and other professional meetings to exchange information and/or to take minutes; transcribes minutes and distributes to appropriate personnel. Provides notification of daily staffing levels. Coordination of equipment and maintenance issues within field offices. Maintains fleet vehicle’s Sun Pass accounts including but not limited to; issuances, tracking, activations, deactivations, prepaid replenishments, and invoices. Maintains monthly vehicle log for the Bureau and fleet management system. Supports division staff during emergency activations and division staff deployments. Acts as contract manager as needed. Attends technical or professional classes, workshops, or seminars to improve technical or professional skills.

Maintains paper and electronic files. Sets up and maintains files, books, records, and other departmental systems of responsibility. Gathers and maintains information/data to support periodic and special reports for the area of responsibility; makes copies and distributes to appropriate personnel or departments/divisions/offices as designated. Performs clerical tasks such as processing incoming mail and deliveries, collecting and distributing files, preparing paperwork for meetings, preparing routine reports, performing data entry, shredding, scanning, filing, faxing, or photocopying. Ensures documentation filing, maintenance/archiving in accordance with established guidelines and procedures. Generates invoices.

Other duties as needed.

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. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

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.

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.