EXECUTIVE ASSISTANT I - 72001496

State of Florida; Tallahassee (FL); On-site; USD 40,000 - 56,000; Full time

Job summary

The Florida Department of Management Services is seeking an Executive Assistant I to support the Office of Inspector General in Tallahassee. The role requires handling confidential information with high discretion and assisting senior staff, including the Inspector General, Chief of Investigations, and Director of Audit.

Ideal candidates will have strong administrative skills, experience with MFMP/Ariba, STMS, and Microsoft 365, and the ability to work independently in a dynamic state government

Qualifications

• Strong understanding of administrative principles and office procedures.
• Experience with Ariba on Demand (MFMP), PCard Works, STMS and People First.
• Working knowledge of PALM database and related systems.
• Ability to apply rules, regulations, and procedures (e.g., vendor invoices and payments).
• Ability to analyze information and maintain confidentiality.

Responsibilities

• Support all functions of the Office of Inspector General.
• Handle confidential information with discretion and integrity.
• Assist the Inspector General, Chief of Investigations, and Director of Audit.
• Access records as needed under statutory authority.
• Maintain professional working relationships and effective communication.

Skills

Administrative principles

Office procedures

Records management

Ariba on Demand

PCard Works

STMS

People First

PALM database

Microsoft 365

Teams

Word

Excel

PowerPoint

Outlook

OneDrive

Verbal communication

Written communication

Professional relationships

Problem solving

Planning and organizing

Independent work

Tools

Ariba on Demand

PCard Works

STMS

People First

PALM database

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:886665

Agency: Management Services

Working Title: EXECUTIVE ASSISTANT I - 72001496

Executive Assistant I

Office of Inspector General

State of Florida Department of Management Services

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

Position Overview and Responsibilities:

The Executive Assistant I position supports all functions of the Office of Inspector General under the direct supervision of the Inspector General. The position accesses confidential information while carrying out job duties. The incumbent is expected to obtain and maintain confidential information and is responsible for handling the information with the highest discretion to ensure integrity and confidentiality. The incumbent will perform assignments in accordance with section 20.055, Florida Statutes, the General Principles and Standards for Offices of Inspector General as published by the Association of Inspectors General, and Global Internal Audit Standards as published by the Institute of Internal Auditors, Inc. In addition, in accordance with section 20.055, F.S., the Office of Inspector General staff shall have access to any records, data, and other information of the state agency as deemed necessary to carry out the duties of the position, including information exempt in Chapter 119, F.S. This position is a highly responsible professional administrative position that will assist the Inspector General, Chief of Investigations, and Director of Audit.

Knowledge, Skills, and Abilities:

• Strong understanding of administrative principles, office procedures, and records management. This includes the ability to collect, evaluate, and analyze data to prepare correspondence


• Knowledge of and experience with Ariba on Demand (AOD formerly MyFloridaMarketPlace (MFMP)), PCard Works, Statewide Travel Management System (STMS), and People First


• Working understanding of the Florida Planning, Accounting, and Ledger Management (PALM) database


• Comprehensive understanding of and ability to apply all applicable rules, regulations, policies, and procedures, including compliance with section 215.422, F.S., regarding vendor invoices and payments


• Ability to develop an understanding of complex organizational and financial processes and systems.


• Knowledge of and experience with Microsoft 365, including Microsoft Teams, Word, Excel, PowerPoint, Outlook, and OneDrive


• Excellent verbal and written communication skills, with a proven ability to listen effectively and build professional relationships


• Ability to establish and maintain a professional and effective working relationship with others by listening and facilitating open exchange of ideas


• Ability to analyze problems using sound reasoning to identify alternative solutions and distinguish between relevant and irrelevant information


• Ability to plan, organize and coordinate work assignments based upon objectives, identify problems and opportunities, and accomplish goals


• Proven ability to work independently

Minimum Qualifications:

• Three years of administrative experience, preferably with at least one year in an Office of Inspector General or similar/equivalent work environment.


• Performing the duties of this position in accordance with statutory and professional standards and guidance for audits, inspections, investigations for Offices of Inspectors General.


• The ability to sit or stand for extended periods and perform sedentary work with repetitive motions.


• Performing the duties of this position in accordance with statutory and professional standards and guidance for audits, reviews, evaluations, and Offices of Inspectors General.

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.

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.

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.