ADMINISTRATIVE ASSISTANT I - 43000507

Date: Feb 12, 2025

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Requisition No: 846693

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT I - 43000507

Pay Plan: Career Service

Position Number: 43000507

Salary: $36,315.00

Posting Closing Date: 02/19/2025

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY

DIVISION: STATE FIRE MARSHAL

BUREAU: FIRE PREVENTION

CITY: TALLAHASSEE

COUNTY: LEON

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:

• Health insurance (over 90% employer paid)

• $25,000 life insurance policy (100% employer paid)

• Dental, vision and supplemental insurances

• State of Florida retirement package

• Generous vacation and sick leave

• Nine (9) paid holidays a year

• One (1) Personal Holiday each year

• Career advancement opportunities

• Tuition waiver for public college courses

• Training opportunities

• Flexible work schedules

• Employee Assistance Program (EAP)

  For a more complete list of benefits, visit www.mybenefits.myflorida.com

  SPECIAL NOTES:

  High School Diploma or equivalent isrequired.

  Additionalrequirements:

• One (1) year of office clerical work experience.

• One (1) year of customer service experience.

• One (1) year experience answering a multi-line telephone.

• One (1) year experience filing maintaining tracking reports.

• One (1) year experience in MS Office applications (Word, Excel, Outlook and PowerPoint)

• Must be certified contract manager or willing to obtain within first year of employment.

  This position requires a security background check, including fingerprint as a condition of employment.

  Incomplete applications will not be accepted.

  This position will be filled at the base salary of $36,315.00, which is non-negotiable.

  Employees of the Department of Financial Services are paid on a monthly pay cycle.

  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.

  Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of standard business formats and styles of letters; office procedures and practices; principles and techniques of effective verbal and written communications; methods of data collection; problem solving techniques

• Ability to take and transcribe notes; organize files and other records; compile and analyze data; perform basic arithmetical calculations; use correct spelling, punctuation and grammar; operate general office equipment; handle multi-line communications system and respond to telephone calls in a courteous and effective manner; plan, organize and coordinate work assignments; communicate verbally and in writing; establish and maintain effective working relationships with others; use personal computer and available MS Office software, including Word, Excel, Outlook, Access; and Power Point.

  BRIEF DESCRIPTION OF DUTIES:

  Performs administrative, and logistical support to the North Region and Region field offices within the Inspection Section. Serves as direct administrative assistant to the Senior Management Analyst Supervisor and field regional supervisors as well as staff within the six regions throughout the state. Provides notification of daily staffing levels. Coordination of supply requirements, equipment, and maintenance issues within field offices. Maintains fleet vehicle’s Sun Pass accounts to include but not limited to issuance, tracking, activation and deactivation as well as timely prepaid replenish and invoices. Maintains the input of monthly vehicle logs within the fleet management system. Coordination of Fire Prevention Education Materials and their purchase. Performs necessary filing for the North Region and Inspections Section. Receive, screen, and forward phone calls for the section and provide information as necessary and appropriate. Coordinates and distributes mail daily for the section.

  Acts as liaison between the Regions and various interdepartmental entities such as accounting, data processing, management systems, and others. This is to include editing and distributing correspondences and documents of a routine nature. Tools used may vary from standard software to a variety of office machinery. Use of MS Office applications is required in performing many of the standard office procedures. This is to include Word, strong Excel skills, Access and PowerPoint applications. Tracks document distribution /invoices and processing to ensure timely response by due dates. Receives required vehicle usage data from field staff, inputs into fleet vehicle management software, and develops required reports. Assembles, reviews, and prepares the Quarterly Performance Report and Annual Inspection Report for the Inspection Section and invoices. Knowledgeable and skilled in database entry, tracking and reporting for various processes within the unit. Interprets applicable department, division, and bureau policies, and provides references and information to staff for problem resolution. Assists citizens, law enforcement agencies, other state agencies and the fire service regarding applicable Florida Statutes and State Fire Marshal Rules and Regulations, by providing basic information, and routing technical and other calls to appropriate person.

  Provides additional administrative support to the staff for other assigned responsibilities by coordinating meetings, gathering, arranging, and preparing materials for review, as well as taking and transcribing notes from those meetings, as necessary or required.

  Maintains appointment calendar and prepares/coordinates all travel related matters to include authorizations, reimbursements and assisting in preparation of materials for review and/or their use in public speaking and power point presentations. Supports section and division during emergency activations and staff deployments. Acts as contract manager as needed.

  Other duties as assigned

  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 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, 32303

Nearest Major Market:Tallahassee