ADMINISTRATIVE ASSISTANT III - SES - 79001002 Date: Mar 12, 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: 848835 Agency: Business and Professional Regulations Working Title: ADMINISTRATIVE ASSISTANT III - SES - 79001002 Pay Plan: SES Position Number: 79001002 Salary: $1,512.34 to $2,083.82 Biweekly Posting Closing Date: 03/19/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) DIVISION OF ALCOHOLIC BEVERAGES & TOBACCO Administrative Assistant III - SES SES Position Number: 79001002 Hiring Salary Range: $1,512.34 to $2,083.82 Biweekly **Open Competitive Announcement** **Anticipated Vacancy** ***Applicants must complete all fields in the Candidate Profile. Work history, hours worked, and formal education are required to qualify for this position. Responses to Qualifying Questions must be verifiable in the Candidate Profile. Resumes and other documentation can be attached to provide additional information. *** Our Organization and Mission: The Florida Division of Alcoholic Beverages and Tobacco licenses the manufacture, distribution, sale, and service of alcoholic beverage and tobacco products in Florida, including receipt and processing of license applications; collection and auditing of taxes and fees paid by licensees; and enforcement of the laws and regulation of the alcoholic beverage and tobacco industries, pursuant to Chapters 210, 561-565, 567-569, Florida Statutes. The division's three bureaus - Licensing, Auditing and Enforcement - comprise a team of approximately 330 personnel fulfilling the regulatory obligations of the division throughout the state. The Work You Will Do: The Administrative Assistant III is a professional, selected exempt service (SES) position assigned to the Office of the Director of the Division of Alcoholic Beverages & Tobacco in Tallahassee, Florida. The position provides essential daily administrative duties and responsibilities for the Director, Deputy Director and division management. The selected candidate will be required to perform the following job expectations: + Providing professional customer service to individuals contacting the division in person, by telephone, or through written correspondence. + Receiving, routing, and responding to telephone calls to the division main phone line or to division management phone lines. + Facilitating the receipt, review, and routing of incoming correspondence. Tracking correspondence review assignments routed to division staff. Drafting outgoing correspondence for review and action by division management. Reviewing records or reports which require action and recommending solutions or courses of action to division management. + Scheduling meetings and other appointments, coordinating conferences or meetings of staff and external stakeholders, and maintaining the calendars related to division management, leave and attendance of director’s office personnel, meeting room reservations, long-term planning, and other calendars as assigned. + Greeting and welcoming visitors, identifying the reason or nature of business for the visit, and escorting visitors to appropriate staff or meeting locations as necessary. + Arranging travel schedules and reservations and facilitating authorization and reimbursement processes related to travel plans. Creates STMS travel authorizations and reimbursements. + Filing, maintaining, retrieving, and reproducing documents, records, and reports. + Composing meeting notes, presentations, and other meeting materials for distribution to meeting participants or for retention in division records. + Compiling orders for the purchase of office supplies and dispensing supplies upon receipt to staff. Creates purchase orders for the division and process required forms and approvals for division purchases. + Preparing content, designing formats, and facilitating composition of division publications and reports. Maintaining the division phone directory and other lists or records for division reference as assigned. + Directing and/or coordinating special projects and research relating to the division and division stakeholders. + Managing the appropriate routing and retention of confidential or sensitive information pertaining to division investigations, personnel, or other division matters. + Assisting with the implementation of strategies to ensure the operation of an efficient and organized office. Analyzing operating practices and procedures to create or revise methods of operations within the division. + Representing the division or division management at departmental meetings and on departmental project teams as assigned. + Serves as the primary Division Safety Warden for Tallahassee Personnel and a Coop Coordinator. + Performing other duties as may be required or assigned. Your Specific Responsibilities: Please refer to the above section “The Work You Will Do” Knowledge, Skills & Abilities: + Knowledge of administrative principles and practices. + Knowledge of office procedures and practices. + Knowledge of the methods of data collection. + Knowledge of the principles and techniques of effective communication. + Knowledge of computer software applications. + Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. + Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing. + Ability to observe, receive, and obtain information needed from all relevant sources + Ability to prepare correspondence and administrative reports. + Ability to understand and apply applicable rules, regulations, policies and procedures. + Ability to utilize problem-solving techniques. + Ability to work independently. + Ability to plan, organize and coordinate work assignments. + Ability to communicate effectively, both orally and in writing, by understanding written sentences and paragraphs in work related documents, by talking to others to effectively convey information, by actively listening to others, and by communicating effectively with others in writing as indicated by the needs of the audience. + Ability to employ active listening skills. + Ability to establish and maintain constructive and cooperative working relationships with others. + Knowledge of the techniques for handling complaints and dealing with the public. Minimum Requirements : + Three (3) years of clerical, secretarial, or administrative work experience is required. + Must have strong working command of computer software applications, including the Microsoft Office suite (Word, Outlook, Excel, and Power Point) and Adobe Acrobat Pro. Preferred : + Experience in providing high-level administrative support to program management or other executive office personnel. + Experience in managing high-volume phone call reception in a customer-oriented service operation. + Experience working in an environment that requires attention to and consideration of confidential or sensitive information and records. + Experience in record management and retention. + Demonstrated record of strong verbal and written communication skills. + Arranging travel schedules and reservations and facilitating authorization and reimbursement processes related to travel plans. + Filing, maintaining, retrieving, and reproducing documents, records, and reports. + Composing meeting notes, presentations, and other meeting materials for distribution to meeting participants or for retention in division records. + Compiling orders for the purchase of office supplies and dispensing supplies upon receipt to staff. Processing required forms and approvals for division purchases. + Preparing content, designing formats, and facilitating composition of division publications and reports. Maintaining the division phone directory and other lists or records for division reference as assigned. + Directing and/or coordinating special projects and research relating to the division and division stakeholders. + Managing the appropriate routing and retention of confidential or sensitive information pertaining to division investigations, personnel, or other division matters. + Assisting with the implementation of strategies to ensure the operation of an efficient and organized office. Analyzing operating practices and procedures to create or revise methods of operations within the division. + Representing the division or division management at departmental meetings and on departmental project teams as assigned. + Serves as the primary Division Safety Warden for Tallahassee Personnel. + Performing other duties as may be required or assigned. The Benefits of Working for the State of Florida: “ Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including: + State of Florida retirement package: 3% employee contribution required. + Nine annual paid holidays and one personal holiday + Ability to earn up to 104 hours of paid annual leave annually as a new employee with the State of Florida + Ability to earn up to 104 hours of paid sick leave annually. + The State of Florida offers health insurance coverage (i.e. individual and family coverage) to eligible employees. + The State of Florida provides a $25,000 life insurance policy to eligible employees. + Additional supplemental insurance policies are available for dental, vision, hospital supplement, cancer, etc. + Tax deferred medical and childcare reimbursement accounts are available. + Tuition waiver program to attend an approved State of Florida College or University For additional benefit information, please visit the following website: http://www.mybenefits.myflorida.com **Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application. ** Applicant Note: If you are the selected candidate for this position and hold a current license through the Florida Department of Business & Professional Regulation, you may be required to place your license in an inactive status. NOTE : This position requires a security background check and participation in direct deposit. You will be required to provide your Social Security Number (SSN) and date of birth in order to conduct this background check. Applicants are required to apply through the People First system by the closing date, by applying online. All required documentation must be received by the closing date of the advertisement. If you have any questions regarding your application, you may call 1-877-562-7287. The Florida Department of Business & Professional Regulation is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes. 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 contact the DBPR Human Resources (HR) Office at (850) 487-2074. DBPR requests applicants notify HR in advance to allow sufficient time to provide the accommodation. SPECIAL REMINDERS: Male applicants born on or after October 1, 1962, 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: http://www.sss.gov . If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. The Florida Department of Business & Professional Regulation values the sacrifices veterans and their family members have given to our country and support the hiring of returning service members and military spouses. A candidate for veterans’ preference who believes he or she was not afforded employment preference may file a complaint in accordance with Rule 55A-7.016, F.A.C., with the Florida Department of Veterans’ Affairs, Veterans’ Preference Coordinator, 11351 Ulmerton Road, Suite 311, Largo, FL, 33778. The Department of Veterans’ Affairs has also established an email where people can electronically file claims or ask questions. The email is veteranspreference@fdva.state.fl.us. The Department of Business and Professional Regulation will only hire U. S. citizens and lawfully authorized alien workers. Our agency participates in the E-Verify System which is a federal government electronic database available for employers to use to verify the identity and employment eligibility of all persons hired to work in the United States. 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. Location: 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 TALLAHASSEE, FL, US, 32399 Nearest Major Market:Tallahassee