ADMINISTRATIVE ASSISTANT I - 72002516

State of Florida; Tallahassee (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

State of Florida Department of Management Services in Tallahassee is seeking an Administrative Assistant I to support the Division of Retirement/Enrollment & Contributions. The role requires handling calendars, correspondence, and front desk duties while applying knowledge of retirement programs and state procedures.

Ideal candidates will have a high school diploma and proficiency with PC-based applications, Word, Excel, and Access.

Qualifications

• Ability to use a personal computer and navigate networks.
• Knowledge of word processing and miscellaneous software.
• Understanding of basic budget, purchasing, and filing routines.

Responsibilities

• Maintain bureau calendar and schedule appointments and meetings.
• Prepare and maintain bureau files and personnel records.
• Use Microsoft Office to prepare reports, charts, and presentations.
• Handle front desk duties and Notary services as needed.
• Assist in budgeting, purchasing, and inventory tracking.

Skills

Personal computer

Word processing

Software applications

Education

High school diploma or equivalent

College substitution: 30 sem/45 quarter hours per year

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:883743

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72002516

Administrative Assistant I

Division of Retirement/Enrollment & Contributions

State of Florida Department of Management Services

This is an on-site position located in Tallahassee, FL

Position Overview and Responsibilities

The incumbent of this position performs independent administrative work assisting the Chief of the Bureau of Enrollment and Contributions. Normal duties require a high degree of detailed knowledge of the organization and operation of the Division of Retirement, a general knowledge of retirement systems, and a working knowledge of personnel rules, travel and per diem rules, and requisitioning procedures. In order to perform effectively, the staff assistant must have an understanding of the programs administered by the Bureau; these programs include the Optional Retirement / Optional Annuity Programs. The staff assistant must be eligible to hold a P-Card and be proficient in the following systems to perform all job duties: PC-based Windows applications such as Word, Excel, and Access; My Florida Market Place; and SAMAS. Specific duties and responsibilities are:

GENERAL ADMINISTRATIVE DUTIES SUPPORTING THE ACTIVITIES OF THE BUREAU – 40%

• Maintain bureau calendar and schedule appointments and/or meetings for conference room.
• Plan and coordinate the bureau’s bulk mail deliveries and storage.
• Prepare and maintain complete and accurate bureau files and personnel records.
• Use various Microsoft Office applications to schedule meetings, prepare reports, charts, correspondences, and presentations.
• Composes, edits, and prepares in final format correspondence, memoranda, reports, charts, etc., for use by or signature of Bureau Chief through operation of office automation equipment.
• Reviews all correspondence out-going from the bureau for Bureau Chief or Director’s signature.
• Reviews all correspondence out-going from the Enrollment and Contributions Administrator.
• Assist bureau staff with preparing approved overnight delivery documents.
• Monitor and maintain an accurate inventory of supplies, including copier paper, printer toner cartridges, multiple styles of envelopes, plan brochures, and other mailing inserts. Notify appropriate staff when stock is low and coordinate replenishing inventories.
• Provide scheduled and emergency relief (as needed) at the front desk reception.
• Coordinate the maintenance, removal, and repair of equipment and furniture within the bureau.

GENERAL ADMINISTRATIVE DUTIES SUPPORTING THE ACTIVITIES OF THE DIVISION AT THE FRONT DESK

• Greets visitors courteously and timely and determines reasons for visit.
• Signs visitors/vendors in and out and assigns visitor/vendor tags. Maintains visitor/vendor logs.
• Logs member visit in appropriate software and updates member account information, as necessary. Assigns visit to appropriate area for assistance.
• Trains receptionist personnel so that trained individuals perform applicable duties without assistance.
• In anticipated absence will schedule relief person.
• Provides Notary services to members.
• Keeps counseling rooms stocked with office supplies.
• Notify Office of Information Technology (OIT) about any computer or printer problems in counseling rooms.
• Notify Business Support Services of any reception area maintenance problems.
• Contacts proper receiver as soon as possible after accepting freight or other deliveries.
• Receives noncash payments from counselors and visitors for amounts due members’ accounts, logs in immediately, secures payments, and coordinates transfer of payments to Financial Management Services (FMS).
• Logs in checks in the Division’s Integrated Retirement Information System (IRIS) for members purchasing additional service credit.

PURCHASING AND BUDGET DUTIES SUPPORTING THE ACTIVITIES OF THE BUREAU

• Satisfy all training requirements for the Purchasing Card (P-Card) (Works) or MyFloridaMarketPlace (MFMP).
• Maintain a working knowledge of all state purchasing procedures using the Purchasing Card (P-Card) or MyFloridaMarketPlace (MFMP).
• Purchase bureau supplies or other approved goods as needed.
• Assist Administrators in the coordination of travel and training.
• Make timely payments to customers for all approved bureau goods or services.
• Maintain accurate accounting of all bureau purchases on designated spreadsheet.
• Respond to inquiries about bureau purchases.
• Develops and maintains manual and automated filing systems.
• Researches, collects, and prepares data for budget control methods concerning purchasing, office supplies and inventory, monitors expenses to stay with the budget allotment.
• Assists in the analysis of the monthly budget allotment schedules and providers research and input to the Bureau Chief for budget preparation.
• Preference will be given to applicants with state purchasing card experience.

IRIS AND WORKFLOW DUTIES SUPPORTING THE ACTIVITIES OF THE SECTIONS

• Use the Integrated Retirement Information System (IRIS) to look up member or retiree information, as needed.
• Maintain Agencies Retirement Coordinators update.
• Sort, proof, mail, and track documents sent via certified mail, as needed.
• Clock in, review, sort, and deliver daily incoming mail and faxes to appropriate sections or other priority handling, as needed.
• Clock in, review, sort and deliver returned mail to appropriate sections, as needed.
• Assemble and mail hard copies agency invoices upon request.
• Assemble and email agencies invoices reminders.
• Maintain tracking of assigned spreadsheets and data.

Performs other related duties, as required.

Knowledge, Skills, and Abilities

Ability to use a personal computer. Ability to navigate the computer network. Knowledge of word processing.

Ability to use various software applications. Knowledge of FRS Rules and Regulations, and Statutes and Policies.

Skills to operate a calculator. Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

Minimum Qualifications

High school diploma or equivalent and three years of secretarial or clerical work experience.

College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.

Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.

Division of Retirement

The mission of the Division of Retirement (division) is to deliver a high quality, innovative, and cost-effective retirement system. The division currently has 246 full-time retirement staff and manages a FY 2026-27 operating budget of $55,482,958. The division administers the Florida Retirement System (FRS) Pension Plan, currently one of the largest public state retirement systems in the US with more than 1.2 million active, retired, and terminated vested members and $212.6 billion in assets. The division pays out more than $12 billion a year in retiree benefits and maintains the service history, vesting and membership status records, and collects nearly $5.9 billion annually in employer and employee contributions from more than 1,000 employers for all FRS members.

Our Organization and Mission

Under the direction of Governor Ron DeSantis, Secretary Tom Berger and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”

Special Notes

DMS 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 agency recruiter for guidance and answers to questions through the following provided 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. For purposes of requesting reasonable accommodations, as mentioned above, the agency hiring authority is the DMS Human Resources office, which the candidate can reach at [phone].

Successful completion of background screening will be required for this position.

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.