ADMINISTRATIVE ASSISTANT III - 48003681

Florida; Tallahassee (FL); On-site; USD 40,000 - 42,000; Full time

Job summary

Florida Department of Education, Bureau of Exceptional Education and Student Services, is seeking an Administrative Assistant III to provide advanced executive and administrative support. The role supports the Bureau Chief, manages calendars, handles sensitive records, and coordinates HR and procurement tasks in a fast-paced environment.

Requires strong communication skills, 1–2 years of administrative experience, and ability to ensure timely processing of documents.

Qualifications

• Two years of administrative experience.
• Ability to communicate effectively, including verbal and written communication.
• Experience supporting senior executives and handling calendar management and records.

Responsibilities

• Prepares, manages, and tracks routing documents and maintains routing logs.
• Manages the Bureau Chief’s calendar and email, prioritizing critical matters.
• Tracks correspondence and prepares documents for grammar and formatting.
• Coordinates onboarding and maintains personnel records and training compliance.
• Supports procurement, travel, and event coordination as needed.

Skills

Administrative experience

Communication skills

Education

Associate degree

Bachelor's degree substitute

Job description

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT III - 48003681

Bureau of Exceptional Education and Student Services

Salary Range: $40,320.81 - $42,336.86

SALARY IS BASED ON CANDIDATE’S EXPERIENCE AND QUALIFICATIONS

OFFICE CONTACT:

Laishka Popoca, 850-245-0050

JOB DESCRIPTION:

This position independently performs a full range of advanced level administrative support duties under the limited supervision of the Chief of Exceptional Education and Student Services, Division of Public Schools. The incumbent serves as primary executive support to the Bureau Chief and holds multiple bureau-wide functional roles, including Equipment Manager, Records Management Liaison Officer, and Chief Floor Warden for the Bureau of Educator Recruitment, Development, and Retention. The position also serves as backup to staff assistants within the Bureau.

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.)

Executive and Administrative Operations

• Prepares, manages, and tracks all Purple Routing documents to ensure timely review, approval, and processing. Maintains detailed routing logs, monitors status, and proactively follows up with staff and leadership to prevent delays.
• Manages the Bureau Chief’s calendar and monitors the email inbox to ensure timely communication, scheduling, and prioritization of critical matters.
• Tracks all correspondence to ensure deadlines are met and materials are forwarded to appropriate recipients.
• Prioritizes, prepares, and reviews documents for grammatical accuracy, formatting consistency, and adherence to departmental correspondence procedures.

Personnel and Human Resources Liaison

• Serves as the Bureau’s Personnel Liaison, coordinating all personnel-related matters and providing weekly updates regarding active deadlines.
• Assists supervisors with preparation and tracking of annual performance evaluations to ensure completion before deadline.
• Creates and maintains position requisitions in the People First System.
• Prepares and submits complete classification action request packages ensuring all required documents are completed. Updates and maintains official position description files.
• Coordinates and completes onboarding activities for new hires, including workspace setup, IT ticket submission and tracking, system access, equipment distribution, and compliance requirements.
• Maintains personnel records for all Bureau staff.
• Establishes system access and coordinates mandatory training (STMS, WORKS, MFMP) to ensure compliance with Department policies.
• Serves as the Bureau Timekeeper, maintaining attendance and leave records, ensuring timely submission of timesheets, and monitoring leave without pay to prevent salary overpayments.

Leadership and Staff Support

• Co-leads monthly support staff meetings and communicate feedback from the Leadership Team.
• Provides training and ongoing guidance to support staff on assigned duties, Bureau procedures, and Department policies to ensure operational consistency and compliance.
• Responsible for the disposal and retention of records and files within the Bureau.
• Provides backup coverage for the office mainline phone as needed.

Fiscal and Procurement Functions

• Travel Authorization Preparation/Submission-Coordinates, prepares and processes travel authorizations and reimbursements. Responsible for coordinating travel logistics and itineraries. Track travel expenditures and project estimated cost for planning purposes.
• Creates and submits purchase requisitions in MyFloridaMarketplace (MFMP).
• Tracks budget allocations, encumbrances, expenditures and brief the supervisor. Prepares, tracks, amends, cancels or close-out purchase orders and p-card transactions. Ensure that the procurement of services and commodities are accurate and received timely.
• Maintains vendor contracts for equipment maintenance and related services.

Professional Learning and Event Coordination

• Coordinates and prepares all logistical and administrative components for Professional Learning events conducted by the Bureau for Local Education Agencies (LEAs) and Bureau staff.
• Edits and formats documents and PowerPoint presentations to ensure professional quality and accuracy.
• Prepares binders, folders, and materials for events, including materials required by the Bureau Chief.
• Tracks event attendance, maintains participation records, and manages participant inquiries.
• Assists with routing documentation related to food service for LEAs and stakeholders.

Compliance and Safety Roles

• Serves as the Bureau’s Chief Floor Warden, attending safety meetings and coordinating fire drills and emergency evacuation procedures.
• Serves as Equipment Manager, ensuring all Bureau equipment is inventoried, maintained, and accounted for.
• Serves as Records Management Liaison Officer, ensuring compliance with legal and regulatory standards by maintaining secure and organized records.

Additional Responsibilities

Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

Required Licensure/Registration/Certification/Experience or Education:

• Ability to communicate effectively including verbal and written communication.
• One to two years of administrative experience.

EDUCATIONAL SUBSTITUTIONS:

F.S. 112.219 – Substitution of work experience for postsecondary educational requirements.

• An associate degree from an accredited college or university or,
• A bachelor's degree from an accredited college or University in Business Administration or related field can substitute for 4 years of direct experience.

Related work experience may not substitute for any licensure, certification, or registration required by an agency and indicated in the advertised job description.

FLORIDA DEPARTMENT OF EDUCATION MISSION STATEMENT

Every day the Department of Education works hand in hand with parents, teachers, educators, and community members to improve Florida’s education system for students of all backgrounds and abilities. Our site reflects the cooperative relationship and the role that so many Floridians play in ensuring student success.

The FDOE’s mission for Florida’s Early Learning-20 education system is to increase the proficiency of all student within one seamless, efficient system, by allowing them the opportunity to expand their knowledge and skills through learning opportunities and research valued students, parents, and communities.

Serving approximately 3 million students, 4,400 public schools, 28 colleges, 200,000 instructional staff, 46,000 college professors and administrators, and 340,000 full-time staff throughout the state, FDOE enhances programs and services for Florida’s students from early learning through college and career development. In addition, FDOE manages programs that assist individuals who are blind, visually impaired, or disabled succeed either in school settings or careers – encouraging independence and self-sufficiency.

FDOE’s goal is to hire individuals to provide:

• Higher Student Achievement
• Seamless Articulation and Maximum Access
• Skilled Workforce and Economic Development

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

• State Group Insurance coverage options+
• Nine paid holidays and a Personal Holiday each year
• Student Loan Forgiveness Program (Eligibility required)
• Tuition Fee Waivers (Accepted by major Florida colleges/universities)
• Retirement plan options, including employer contributions ( www.myfrs.com )
• Annual and Sick Leave Benefits
• Flexible Spending Accounts
• Maternity and Parental Leave Benefits
• Highly skilled, professional environment

*We care about the success of our employees.

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

*We care about the success of our clients.

*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.
• 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 purpose and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records checks 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 (CS), 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.

SPECIAL NOTE

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.

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.

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.

Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.