ADMINISTRATIVE ASSISTANT I - 48000174

Florida; Tallahassee (FL); On-site; USD 35,000 - 40,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid holidays

Annual leave & sick leave

Job summary

The Florida Department of Education is seeking an Administrative Assistant I to perform intermediate-level administrative support under general supervision. Duties include managing the Turlington Building badging program, parking administration, and coordinating maintenance and emergency notification systems to support daily operations and security.

The position requires proficiency with Microsoft Office tools and strong communication skills, with on-site hours, building access control, and

Qualifications

• Knowledge of administrative and office principles and practices.
• Ability to communicate clearly and effectively in writing and verbally.
• Ability to work independently with limited guidance.
• Ability to apply rules, regulations, policies and procedures.
• Proficiency with Microsoft Office Word, Excel and Outlook.
• Ability to answer multiline phone system.

Responsibilities

• Administer and maintain badging and access programs for the building.
• Coordinate parking records, payments and audits.
• Respond to incoming calls and manage visitor records.
• Maintain and update emergency notification and access systems.
• Coordinate facility work orders and support agency operations.

Skills

Administrative principles

Office procedures

Independent work

Communication skills

Microsoft Office suite

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Select how often (in days) to receive an alert:

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

Requisition No:886539

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT I - 48000174

Salary Range: $34,760.04 to $39,974.05

SALARY IS BASED ON CANDIDATE’S EXPERIENCE AND QUALIFICATIONS

OFFICE CONTACT:

Susan Morrison 850-245-5121

JOB DESCRIPTION:

This position independently performs intermediate-level administrative support duties under general supervision of the Chief of General Services, Division of Finance and Operations, Department of Education. Responsibilities include managing building access and badging programs, administering parking services, maintaining access and emergency notification systems, coordinating facility work orders, responding to incoming calls, maintaining visitor and administrative records, and supporting agency operational needs. Performs other duties as assigned. Duties assigned to this position are essential in the day-to-day operations and security of the Department of Education.

DUTIES & RESPONSIBILITIES:

(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.) The Florida Department of Education (FDOE) has an open position that is responsible for executing the following functions:

• Administer and maintain the Turlington Building badging program, including issuing badges, monitoring access, ensuring accountability of temporary badges, and coordinating with security personnel.
• Generate and maintain monthly, expired, and other access-related badging reports for the Turlington Building.
• Serve as the Department’s parking administrator by maintaining parking records, issuing parking placards, collecting contractor parking payments, processing payments to DMS, conducting annual audits, and overseeing parking program operations.
• Answer and route incoming calls received through the Department’s main telephone line.
• Maintain employee and contractor access within agency systems, including the State’s Emergency Notification System and the Winn-Winn Gym access program.
• Coordinate facility operations by receiving, entering, and tracking maintenance work orders through the Department of Management Services, Customer Work Order System.
• Maintain and update the Missing Children Board as needed.
• Collect, process, maintain, and organize the Commissioner’s Office and Turlington Building visitor logs and related records.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

• Required Licensure/Registration/Certification/Experience or Education: Knowledge of administrative and office principles and practices.
• Ability to work independently and perform tasks and responsibilities with limited guidance and direction.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to communicate clearly and effectively both verbally and in writing.
• Ability to work and perform under stressful conditions.
• Ability to demonstrate consideration of workload concerns of others and must not negatively affect productivity and morale of others.
• Ability to provide excellent customer services.
• Ability to recognize the appropriate use of equipment, facilities, and materials needed.
• Proficient in using Microsoft Office Word, Excel, Outlook.
• Ability to answer multiline phone system.

PREFERRED QUALIFICATIONS:

Preferences will be given to:

• Applicants who meet both professional and educational experience.

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

*State Group Insurance coverage options+
(health, life, dental, vision, and other supplemental option)

* Retirement plan options, including employer contributions ( www.myfrs.com )

* Nine paid holidays and a Personal Holiday each year

* Annual and Sick Leave Benefits

* Student Loan Forgiveness Program(Eligibility required)

* Flexible Spending Accounts

* Tuition Fee Waivers (Accepted by major Florida colleges/universities)

* Highly skilled, professional environment

* We care about the success of our employees.

* We care about the success of our clients.

* We are always improving our technology, our tools, our customer’s experiences and ourselves.

* A rewarding experience for reliable, compassionate and professional employees.

LEAVE INFORMATION:

• Annual Leave -All full-time Career Service employees filling established positions earn annual leave in varying increments dependent upon years of creditable service. Employees with up to 5 years of creditable service earn 8.667 hours per month, with 5 to 10 years earn 10.833 hours per month and those with over 10 years of service earn 13 hours per month. Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.
• Sick Leave-. Career Service employees earn 8.667 hours of sick leave credits per month.

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. You will be required to provide your Social Security Number to conduct required verifications.No applicant for a designated position will be employed, contracted or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department.Level 2 background screening shall include, but not be limited to, finger printing for all purposes and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records check through the Federal Bureau of Investigation, and local criminal records checks through local law enforcement.

SELECTIVE SERVICE SYSTEM (SSS) AND REQUIREMENT

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.Verification of Selective Service registration will be conducted prior to hire.

Please note that this position requires an on-site schedule of 8:00 a.m. to 5:00 p.m., Monday through Friday. Telework is not available for this role.

APPLICATION INFORMATION & HIRING REQUIREMENTS

Application Information:

• Your Candidate Profile (application) must be complete in its entirety.
• Work History (in easy to review chronological order) Consists of:
  • Any position held by a State of Florida Agency
  • Any position held by a Florida University
  • All periods of employment from high school graduation
  • All periods of current or prior unemployment
  • Gaps 3 months or more must be accounted for*
  • Any Education
  • Any Volunteer Experience
  • Your resume and application must match
• *Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will be converted to your official application.
• Include supervisor names and phone numbers for reference checks or the contact information for your Human Resources office to verify current or former employment.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.

Hiring Information and Requirements:

• The Bureau of Personnel Management reviews every application for prior State of Florida and Florida University work history in the People First system.
• If claiming Veteran’s Preference , the candidate MUSTattach supporting documentation such as the DD214 and your VA Letter that reflects level of disability if applicable. Applicable to career service positions only.
• If claiming Right to First Interview , the candidate MUSTattach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions. Applicable to career service positions only.
• The State of Florida is an Equal Opportunity 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 in advance. 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. Successful applicants will be screen in accordance with Chapter 435, F.S., as applicable.

If you are missing any of the items above, your packet may be held up at the final review step.

NOTE: 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.

If you experience problems applying online, please call the People First Service Center at [phone]

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.