ADMINISTRATIVE ASSISTANT II - 37020909

State of Florida; Tallahassee (FL); On-site; USD 38,000 - 42,000; Full time

Job summary

The State of Florida is seeking an Administrative Assistant II to support the Onsite Sewage Program in Tallahassee. You will assist the Program Management Director, manage communications, travel, and purchasing, and help ensure timely processing of documents and reports.

This intermediate role requires strong organizational and communication skills, the ability to handle multiple tasks, and familiarity with state systems and procedures. Onsite work is required in Tallahassee.

Qualifications

• Valid Driver License.
• Three years of verifiable experience or equivalent combination of education/experience.
• Ability to follow written and verbal instructions.
• Ability to organize, plan, and coordinate work activities.

Responsibilities

• Assist supervisor and staff with program processes and policy streamline.
• Serve as first point of contact for Onsite Sewage Program customers and related inquiries.
• Manage mail, documents, and correspondence; prepare reports and data analyses.
• Process travel authorizations and travel reimbursements; manage approving routing protocols.

Skills

Administrative procedures

Multitasking

Verbal & written communication

File organization

Office software

Education

Three years of verifiable experience or related education

Tools

Works

STMS

RDS

OCULUS

FLEET

MFMP

People First

Word

Excel

Access

PowerPoint

Job description

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

Requisition No:883053

Working Title: ADMINISTRATIVE ASSISTANT II - 37020909

Open Competitive – All qualified applicants are encouraged to apply!!

This position is located in Tallahassee, FL

Position Overview and Responsibilities:

• This is an intermediate administrative assistant position that represents & assists direct supervisor, the Program Management Director and other section staff. Reviews and streamlines program policies and procedures.
• Handling the Onsite Sewage Programs communication(s), travel, purchasing request, approval of routing protocols and customary business equipment; proofreads, correcting grammar, spelling and punctuation as necessary. These duties require a strong work ethic, dependability, the capacity to handle multiple assignments simultaneously, strong verbal & written communication skills, and the ability to respond quickly to short notice assignments.
• Serve as the first point of contact for customers consulting the Onsite Sewage Program. This requires a courteous demeanor and assistance to all “customers” including those who are contacting us about issues outside of the section’s area of responsibility or expertise by ensuring they are connected to the proper section staff.
• Assists Onsite Program Managers with task management, launching of new procedures and systems, minding quality control. Assist staff and board member volunteers’ procedures related to processing Travel Authorizations and Travel Reimbursement Vouchers in the Statewide Travel Management System as well as the State Purchasing Card and Works. Ensuring that required documents are properly completed and submitted to Finance and Accounting in a timely manner. Keeping up to date on the newest policies and procedures. Meeting all necessary fiscal deadlines.
• Handles the receipt of all incoming mail and packages, opens all correspondence, and date stamps upon receipt. Participates in file scanning projects, preparation and editing of various correspondence, reports, statistical data studies, reviews, outgoing mail, etc. Insert documents into Oculus. Serves as a department clerk for Final Agency Actions when needed.
• Maintains files of backup material used to prepare reports. Stays sufficiently familiar with routine reports to respond to inquiries concerning verification of numbers with backup files and other administrative types of inquiries.
• Send the final orders and variance result letters via email using the Program’s shared mailbox. Assist Program staff with screening and responding to emails from other programs in the Divisions’ shared mailbox.
• Assists with scanning, inserting incoming/outgoing documents into the Program appropriate Oculus Index. Assist with monitoring and managing Onsite shared mailboxes.
• Receive and submit monies into the Cash Received Application (CRA).
• Assists with scanning QAQC program files.
• Assist with regular updates for the program’s website, document transfers, SharePoint, and 508 Compliance.
• Assist with DEP Welcome Desk with coverage, as needed.
• Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures.
• Ability to organize and set up filing systems. Ability to plan, organize and coordinate work activities.
• Ability to follow written/verbal instructions.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of management practices.
• Ability to understand and apply applicable rules, regulations, policies, and procedures related to management analysis practices. Ability to communicate effectively, verbally and in writing.
• Ability to organize and prioritize work assignments.
• Ability to utilize multi-line phone system and office equipment.
• Ability to be an active listener, ask appropriate questions, be resourceful and work independently with minimal supervision.
• Knowledge of State computer programs such as Works, STMS, RDS, OCULUS, FLEET.
• Knowledge of My Florida MarketPlace (MFMP) and People First.
• Ability to use software programs such as Word, Excel, Access, and PowerPoint.
• Ability to effectively communicate verbally and in writing.
• Ability to work independently and to plan, organize and coordinate work assignments.

Minimum Qualifications:

• Valid Driver License
• Three years of verifiable experience or any combination of post-secondary education or verifiable related experience, as described above, for a total of three years.

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.

Preferred Qualifications:

• Being able to take direction from more than one supervisor.
• Knowledge of combining documents into a PDF.
• Knowledge of working in excel documents.

Pay:

$40,104.12

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.

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 );

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:

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.Candidatesrequiring 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.

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.