State of Florida
Location
Tallahassee, FL | United States
Job description
Requisition No: 824500
Agency: Department of Education
Working Title: ADMINISTRATIVE ASSISTANT I - 48003681
Pay Plan: Career Service
Position Number: 48003681
Salary: Salary Range: $32,760.00-36,036.00
Posting Closing Date: 03/19/2024
Total Compensation Estimator
Florida Department of Education
Division of Public Schools
Bureau of Exceptional Education & Student Services
Location: Tallahassee Turlington Building
Administrative Assistant I - CS
Salary Range: $32,760.00-36,036.00
Bureau of Exceptional Education and Student Services Mission:
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 this cooperative relationship and the role that so many Floridians play in ensuring student success.
Job Description
This is an administrative position that directly assists the Bureau Chief of Exceptional Education and Student Services as their personal assistant while also serving as the Bureau’s Personnel Liaison. Responsible for coordination of administrative tasks and assignments, which are complex in nature. Assists with annual preparation of bureau's performance evaluations, prepares classification packages, as needed; maintains accurate and up-to-date position descriptions. Provides weekly updates regarding monitoring of all active personnel deadlines. Confidentiality of these matters will be maintained at all times. Provides technical assistance to bureau staff on personnel-related issues, including statutes and rules.
*This position is not approved for telework and must report to the location listed above.
Duties and Responsibilities
ADMINISTRATIVE: Serves as the chief’s administrative assistant and provides direct administrative support carrying out to completion activities including - internal correspondence, reviewing and editing reports and other business correspondence, travel arrangements purchasing card processing, and blanket purchase orders. Manages Chief’s calendar and assists in all aspects of meeting preparation, as needed, including copying and collating meeting packets and materials, assisting with meeting room acquisition and set-up, and reserving and setting up equipment. Ensures that all documents are ADA-accessible. Provides technical assistance to bureau staff on personnel-related issues, including statutes and rules. Maintaining confidentiality in all areas.
PERSONNEL LIAISON: Prepares and routes personnel actions related to new hires, promotions, reassignments, terminations, etc. as directed by the Bureau Chief. Reviews all packages for accuracy and completeness prior to submission for the bureau chief’s signature; and maintains confidentiality of such packets. Serves as timekeeper by maintaining attendance and leave records and preparing position requisitions through the People First System.
TRAVEL: Coordinate and monitor travel arrangements by preparing authorizations and reimbursements through the electronic STMS system. Providing assistance and preparation in PCard-related charges through the electronic WORKS system. The administrative assistant reviews pending approvals to verify accuracy, especially regarding group travels on behalf of the Chief. Assists with research and analysis of topics provided by management staff. Monitors bureau policy and provides recommendations on possible changes.
INTERNAL CORRESPONDENCE: Documents sent to the Chief in order to obtain the Bureau Chief’s approval signature, are routed to the administrative assistant who reviews and prepares for the next steps. The administrative assistant provides assistance with routing documents throughout DOE and provides assistance to other support staff and their sections when needed. This position has access to electronic signatures for the chief and other program directors within the bureau.
OFFICE MANAGEMENT : Prepare and monitor requisitions for the purchasing of supplies for the office, ensuring that sufficient supplies are on hand for the smooth running of the office. This may include assisting BRIC with large technology purchase orders for the office. Provides backup to the office mainline phone by routing calls to the appropriate staff, training new staff on phone protocols, and assisting in needs as they arise. Serves as a co-lead for monthly support staff meetings which consist of providing feedback from the BEESS Leadership team, preparing agenda items, researching and assisting with conducting professional development opportunities for support staff, and providing office and personnel updates when needed. This position reviews and assists with maintaining up to date information regarding routing, personnel, travel, and daily office procedures.
PAPERLESS: The Bureau Paperless Liaison is responsible for assisting with routing, tracking, and submission of paperless documents such as TAPS, Memos, and Letters that are submitted by BEESS staff for the Chancellor’s Weekly. This consists of reviewing documents for ADA accuracy and submitting them into the Paperless system within multiple timelines. Documents are typically time-sensitive and require working with multiple offices within the agency.
Performs special assignments that may be of a highly confidential nature and other duties, as assigned.
Who We’re Looking For
The ideal incumbent must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions. The incumbent must interact courteously with others. The performance and behavior of all employees must demonstrate consideration of the workload concerns of others and must not negatively affect the productivity and morale of the unity. Attendance is an essential function.
Knowledge, Skills, and Abilities
Knowledge, skills, and abilities, including utilization of equipment, required for the position: Knowledge of administrative principles, practices and basic office procedures.
Data collection, word processing, and spreadsheet applications (Word and Excel).
Knowledge and ability to use the Ariba Procurement System.
Ability to understand and apply applicable rules, regulations policies, and procedures, write letters and reports, and utilize problem-solving techniques.
Ability to work independently, organize and coordinate work assignments, deal with public and internal customers in a tactful and courteous manner, and maintain effective work relationships with others.
Minimum Qualifications:
Educational Substitutions
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
APPLICATION INFORMATION & REQUIREMENTS
Candidate Profile (application) must be complete in its entirety. Your packet may be held up at the final review step if you are missing the below items:
If you experience problems applying online, please call the People First Service Center at (877) 562-7287
WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!
* State Group Insurance coverage options+ | * Retirement plan options, including employer contributions () |
* Nine paid holidays and a Personal Holiday each year | * Annual and Sick Leave Benefits |
* Student Loan Forgiveness Program ( Eligibility required ) | * Flexible Spending Accounts |
* Tuition Fee Waivers (Accepted by major Florida colleges/universities) | * Ongoing comprehensive training provided |
* Career Growth | * Highly skilled, professional environment |
* Maternity and Parental Leave Benefits |
|
For a more complete list of benefits, visit .
* We care about the success of our employees. | * We care about the success of our clients. |
* We are always improving our technology, our tools, our customer’s experiences and ourselves. | * A rewarding experience for reliable, compassionate and professional employees. |
LEAVE INFORMATION:
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 purposes and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records check through the Federal Bureau of Investigation, and local criminal records checks through local law enforcement.
SPECIAL REQUIREMENTS:
Selective Services System (SSS)
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, 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. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the Selective Service website .
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
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.
Job tags
Salary
