ADMINISTRATIVE ASSISTANT I - 48003681 Date: Feb 11, 2025 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce\_operations/human\_resource\_management/for\_job\_applicants/e\_verify) . Requisition No: 846573 Agency: Department of Education Working Title: ADMINISTRATIVE ASSISTANT I - 48003681 Pay Plan: Career Service Position Number: 48003681 Salary: $33,760.00 - $40,512.00 Posting Closing Date: 02/25/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) Florida Department of Education Division of Public Schools Bureau of Exceptional Education & Student Services Location: Tallahassee Turlington Building Position Title: Administrative Assistant I (CS) Salary Range: $33,760.00 - $40,512.00 CANDIDATES ARE TYPICALLY HIRED AT THE MINIMUM SALARY This advertisement may be used to fill multiple vacancies up to six months. APPLICATION INFORMATION & HIRING REQUIREMENTS Application Information: + Your Candidate Profile (application) must be complete in its entirety. + Work History (in easy to review chronological order) Consists of: + Any position held by a State of Florida Agency + Any position held by a Florida University + All periods of employment from high school graduation + All periods of current or prior unemployment + Gaps 3 months or more must be accounted for* + Any Education + Any Volunteer Experience + Your resume and application must match + * Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps. + It isunacceptableto use the statement “See Resume” in place of entering work history. Your candidate profile will be converted to your official application. + Include supervisor names and phone numbers for reference checks or the contact information for your Human Resources office to verify current or former employment. + Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. Hiring Information and Requirements: + The Bureau of Personnel Management reviews every application for prior State of Florida and Florida University work history in the People First system. + If claiming Veteran’s Preference (https://www.dms.myflorida.com/content/download/130394/809960/2017-004AdministrationofVeterans) , the candidate MUST attach supporting documentation such as the DD214 and your VA Letter that reflects level of disability if applicable. Applicable to career service positions only. + If claiming Right to First Interview (https://www.flrules.org/gateway/ruleno.asp?id=60L-33.004&Section=0) , the candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions. Applicable to career service positions only. If you are missing any of the items above, your packet may be held up at the final review step. NOTE: Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process. OFFICE CONTACT: Cheyenne Silva: 850-245-0648 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 the 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 the bureau staff on personnel-related issues, including statutes and rules. DUTIES & 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. Ensure 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 packets 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 officed 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. MINIMUM QUALIFICATIONS: + Ability to communicate effectively including verbal and written communication. + One to two years of administrative experience. EDUCATIONAL SUBSITITUIONS: SB 1310: Substitution of Work Experience for Postsecondary Education Requirements. + An associate degree from an accredited college or university or, + A bachelor’s degree in business administration or related field from an accredited college or university. THE MISSION STATEMENT OF THE HIRING OFFICE Everyday 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. WORKING FOR THE STATE OF FLORIDA HAS BENEFITS! * State Group Insurance coverage options+ (health, life, dental, vision, and other supplemental option) * Retirement plan options, including employer contributions ( www.myfrs.com ) * 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 www.mybenefits.myflorida.com . * 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: (CS) + + 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. Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment. + 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 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. 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, 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 (http://www.sss.gov/) . If you experience problems applying online, please call the People First Service Center at (877) 562-7287 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32317 Nearest Major Market:Tallahassee