DOS - OPS ADMINISTRATIVE ASSISTANT - 45945090

State of Florida; Tallahassee (FL); On-site; USD 40,000 - 52,000; Full time

Job summary

The Florida Department of State's State Personnel System is seeking an administrative associate to provide operational support to the Federal and State Compliance and Review Section within the Division of Historical Resources.

Responsibilities include monitoring the section's shared email inbox, logging projects, routing submissions, maintaining records, handling mail and calendars, and supporting recruitment reference checks.

Qualifications

• At least 1 year of office, data entry or customer service experience.
• Proficiency in standard office software.
• Current resume and cover letter detailing alignment with the posted position.

Responsibilities

• Monitor and organize the section’s shared e-mail inbox, log projects in the project tracking database, and assign submissions to staff.
• Maintain accurate project records and support routing of correspondence and review materials.
• Process and distribute mail, route calls, manage calendars, schedule appointments, and monitor office supplies.
• Maintain filing systems, update data, and prepare spreadsheets.
• Review documents and logs to identify workflow issues and assist process improvements.
• Support recruitment activities by conducting and documenting employment reference checks.

Skills

Customer service experience

Data entry experience

Attention to detail

Education

College education or vocational training may substitute for experience

Tools

Office software proficiency

Job description

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

Requisition No:886574

Agency: Department of State

• At least one (1) year of office, data entry or customer service experience. College education from an accredited institution or vocational training can substitute for experience.
• Proficiency in standard office software.
• Current resume and cover letter detailing how the applicant’s skills and experience align with the posted position.

Preferences:

• Experience with State of Florida government operations.
• Experience with office management and administrative duties.
• Experience with customized tabular spreadsheet scripts and statistical charting.
• Experience with Geographic Information Systems software.

Special Note:

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

Duties and Responsibilities:

This position provides administrative and operational support to the Federal and State Compliance and Review Section within the Division of Historical Resources. The Federal and State Compliance and Review Section supports the State Historic Preservation Officer (SHPO) in administering federal and state historic preservation responsibilities. The Section reviews projects subject to federal and state historic preservation laws including Section 106 of the National Historic Preservation Act and Chapter 267, Florida Statutes, to evaluate potential effects on historic properties and cultural resources. Through consultation, technical assistance, and coordination with government agencies, project applicants and other stakeholders, the Section works to ensure that historic preservation considerations are appropriately addressed in project planning and decision-making.

• Monitor and organize the section’s shared e-mail inbox, log projects in the project tracking database, and assign submissions to appropriate staff in accordance with established procedures.
• Maintain accurate project records and support the timely routing of correspondence and review materials.
• processing and distributing mail, routing telephone calls, managing calendars, scheduling appointments, monitoring office supplies, and preparing correspondence.
• Maintain electronic and physical filing systems, update data, and prepare spreadsheets.
• Review documents, records, and track logs to identify workflow issues and assist with improvements to administrative processes.
• Support recruitment activities by conducting and documenting employment reference checks.
• Respond to routine public inquiries regarding department programs and procedures and direct technical questions to appropriate staff.
• Assist with special assignments and perform other related duties as assigned.

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

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.