ADMINISTRATIVE ASSISTANT I

ADMINISTRATIVE ASSISTANT I - 48004229

Date: Oct 12, 2024

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (/ dms. myflorida. com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 836035

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT I - 48004229

Pay Plan: Career Service

Position Number: 48004229

Salary: $2,813. 33

Posting Closing Date: 12/02/2024

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

Division of Vocational Rehabilitation

Location: Tallahassee

Administrative Assistant I

Position Number: 48004229

Previous applicants need not reapply

Vocational Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job. VR is committed to helping people with disabilities find meaningful careers. Our Mission is "to help people with disabilities find and maintain employment and enhance their independence. " Our Vision is "to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees. "

experience with facilities management/leasing, purchasing and case documentation*

Minimum Qualifications:

A bachelor's degree from an accredited college or university, and one year of administrative experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Duties:

This is independent work assisting management in providing analysis and research on a variety of administrative matters. Work involves assignments that are broad as to objective and content and require independently making decisions and obtaining solutions by operating within well-established policies, laws, rules and guidelines. This work helps management and professional staff accomplish its objectives by providing administrative support including organization and control in the preparation and maintenance of documentation and materials vital to the effectiveness of the organization/unit. The incumbent in this position can expect to be asked to do (not all inclusive) the following:

• Process a variety of routine correspondence, investigate subject matter and prepare replies.

• Maintain current information of division policies and programs and process routine matters within established policies.

• Review records and reports which require action and recommend solutions or courses of action.

• Perform special assignments, research, and report preparation.

• Perform fiscal, personnel, purchasing, statistical reporting, and other major office functions.

• Represent supervisor at meetings to furnish or obtain information.

• Assist in conducting daily administrative activities and/or directing special projects or activities.

• Review and coordinate implementation of area rules and procedures.

• Perform related work as assigned.

• Duties and responsibilities:

• Assists the Area Director and other staff in conducting daily administrative activities. This includes, but is not limited to the following:

• Functions as Purchasing Liaison:

• Purchases area supplies, equipment and furniture via MyFloridaMarketplace (MFMP), Purchasing Card (PCard),

• Training of area staff on process of ordering office supplies.

Functions as Travel Liaison:

• Trains area offices on travel rules and regulations.

• Trains area staff on STMS Travel Program, preparation of C676C.

• Assist area staff with preparation of travel packets to attend trainings. (Authorization to travel and reimbursements)

• Trains area staff on the proper utilization of travel codes.

Functions as Training Coordinator:

• Preparation of facility prior to training.

• Prepare and submit request for CRC credits for area training.

• Maintains attendance records of area staff who attend area and state level training.

• Purchase of Interpreter services for Hearing Impaired personnel.

• Preparation of training materials for trainings.

• Arranging accommodations for training presenters.

Performs related duties and responsibilities as assigned.

Knowledge of utilization of equipment required for the position:

Knowledge of Administrative principles and practices

Knowledge of methods of data collection

Knowledge of principles and techniques of effective communication

Ability to collect, evaluate and analyze data relating to administrative functions

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 organize and coordinate work assignments

Ability to communicate effectively

Ability to establish and maintain effective working relations with others

Ability to use Microsoft Word, Excel, Power Point

Ability to conduct fact finding research on the internet

Attendance is an essential function of this position.

APPLICATION INFORMATION & REQUIREMENTS

Candidate Profile (application) must be complete in its entirety. Your packet may be delayed at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first)

• Any and all State of Florida jobs

• Any and all Florida University jobs

• All periods of employment

• Periods of unemployment

• Gaps 3 months or more*

• Education

• Volunteer Experience

• Include supervisor names and phone numbers including current place of employment and complete address.

• *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.

• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.

• It is unacceptable to use the statement'See Resume'in place of entering work history. Your candidate profile will convert to your official application.

• If claiming Right to First Interview (/ flrules. org/gateway/ruleno. asp?id=60L-33. 004&Section=0) , candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.

Complete and register your State of Florida Employment Application on-line, which will then enable you to electronically submit your application f.