DOS - EXECUTIVE ASSISTANT I - SES - 45000084 1

State of Florida; Tallahassee (FL); On-site; USD 42,000 - 63,000; Full time

Job summary

The State of Florida's Department of State seeks an experienced administrative professional to support the Division Director and Assistant Director. This role handles confidential assignments and helps plan policies to run the division efficiently.

Key duties include coordinating work assignments, scheduling meetings, travel, and processing certifications, with additional support for publications, website updates, and office operations. Fluency in Spanish is a plus.

Qualifications

• Four years of administrative experience with substitution possible by a bachelor’s degree.
• Experience organizing and maintaining files.
• Experience scheduling meetings, conference calls, agendas and materials.
• Experience using MS Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Serve as principal assistant and division coordinator for the Division Director and Assistant Director; handle confidential assignments.
• Coordinate travel arrangements and reimbursements for the Division.
• Process program administrative functions and maintain documentation for certifications and licensing.
• Assist on special projects and publications and support website changes and office supplies.
• Perform other duties as required, including FVRS access when needed.

Skills

MS Word

MS Excel

MS PowerPoint

MS Outlook

File organization

Meeting scheduling

Verbal and written communication

Education

Bachelor's degree

Tools

MS Access

Job description

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

Requisition No:884249

Agency: Department of State

• Four (4) years of administrative experience. A bachelor’s degree from an accredited college or university may substitute for the required years of experience.
• Experience organizing and maintaining files
• Experience scheduling meetings, conference calls, preparing agendas and meeting materials.
• Experience using MS Word, Excel, PowerPoint, and Outlook

Preferences:

• Ability to read Spanish
• Ability to write Spanish
• Ability to speak Spanish

Special Note:

Responses to qualifying questions must be clearly supported in your employment history.

Duties and Responsibilities:

• Independently serves as the principal assistant and division coordinator for the Division Director and Assistant Director. Performs confidential special assignments. Assists in planning and formulating policies and procedures to ensure the division operates as efficiently and effectively as possible. Assists in the coordination of work assignments for the Division of Elections' office staff, as required. Coordinates meetings include scheduling, sending meeting invitations, reserving and setting up meeting locations and preparing meeting materials. Routing, processing and filing of incoming and outgoing correspondence. Answers inquiries from internal and external sources. Serves as HR liaison.
• Coordinates all travel arrangements including travel authorizations and requests for travel expense reimbursements for the Division.
• Processes multiple program administrative functions, including applications for certification of Supervisors of Elections' special qualification salary, record keeping of supporting documentation for continuing education credits, grading certification tests, and drafting initial and renewal certification letters and certification certificates. Drafts approval of requests for mail ballot elections. Serves as main support for website changes, Div Elections inbox and DOE office supply coordination.
• Assists on special projects and annual publications, such as voter guide; SOE guide to reports, downloads and uploads; highlighted election code; constitutional amendment publications; poll worker curriculum; and polling place manual updates.
• Perform other work-related duties as required; including but not limited to, accessing the Florida Voter Registration System (FVRS) to perform necessary duties to view or enter registration data in FVRS.

Knowledge/Skills/Abilities:

• Proficiency using Microsoft Word, Excel, PowerPoint, and Access.
• Knowledge of and ability to apply state travel and personnel rules and regulations.
• Ability to independently communicate both verbally and in writing.
• Skilled in the use of Adobe products, such as Design and Acrobat Professional.

CRIMINAL BACKGROUND CHECKS:

A Level 2 criminal background check is a condition of employment. If selected for this position, you must provide your fingerprints. We will send your fingerprints to the Florida Department of Law Enforcement and the Federal Bureau of Investigation for a criminal background check.

IMPORTANT NOTICES:

We are committed to enhancing our workforce through the employment of Veterans, individuals with disabilities and seek qualified candidates with diverse backgrounds, abilities, skills, and talents to join our workforce.

Male applicants born on or after January 1, 1960, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: https://www.sss.gov

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.

Location: TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32316

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.