EXECUTIVE ASSISTANT I - SES

EXECUTIVE ASSISTANT I - SES - 72004155

Date: Jan 24, 2025

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Requisition No: 845433

Agency: Management Services

Working Title: EXECUTIVE ASSISTANT I - SES - 72004155

Pay Plan: SES

Position Number: 72004155

Salary: $58,000. 00 - $68,280. 00

Posting Closing Date: 02/07/2025

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Executive Assistant I - SES

Florida Digital Service

State of Florida Department of Management Services

This position is located in Tallahassee, FL

The Florida Digital Service:

The Florida Digital Service (FL[DS]) was established to propose innovative solutions that securely modernize state government, including technology and information services, to achieve value through digital transformation and interoperability, and to fully support the state's cloud-first policy. It is also the lead entity responsible for enterprise cybersecurity.

Position Overview and Responsibilities:

This is a professional and diversified administrative position providing direct support and assistance to the State Chief Information Officer (State CIO) within FL[DS]. The primary objective of this role is to facilitate and manage the day-to-day operations of the State CIO through effective time management. The incumbent in this position is required to demonstrate initiative and independent judgment of administrative procedures. The incumbent coordinates administrative functions of a confidential, complex, diverse, and technical nature.

Specific responsibilities include, but are not limited to:

• Manages and maintains multiple calendars, schedules meetings, reserves meeting rooms and ensures timely communication of changes in meeting time or location.

• Responsible for ensuring the State CIO stays on task and arrives on time and prepared to all scheduled meetings through efficient calendaring.

• Responsible for screening incoming calls, reviewing emails, correspondence and providing daily briefings.

• Completes administrative duties generated by the State CIO including travel, procurement, and purchasing card transactions.

• Responds to all emails and/or calls within one business day.

• Processes a variety of correspondence, investigates subject matter, and prepares replies when needed.

• Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with general policy and format, factual correctness, and clarity of content.

• Provides travel authorizations, reimbursements, and coordinates travel arrangements for any necessary travel.

• Represents FL[DS] leadership at meetings to furnish or obtain information.

• Maintains a courteous and professional demeanor with both the general public and/or governmental entities.

• Facilitates coordination with the other administrative professionals at FL[DS].

• Recognize the role of vendors and/or lobbyists and act accordingly with professional courtesy but appropriate information management.

• Performs special assignments, researches, and prepares reports as needed.

Knowledge, Skills, and Abilities:

• Ability to organize, coordinate, schedule, and manage multiple calendars.

• Ability to anticipate needs and execute solutions effectively.

• Ability to implement effective time management skills.

• Ability to communicate effectively verbally and in writing, to include knowledge of business writing and communications.

• Ability to gather, analyze, and summarize data.

• Ability to establish and maintain effective working relationships.

• Knowledge of the My Florida Market Place (MFMP) System.

• Knowledge of the People First system.

• Knowledge of the Works system.

• Knowledge of the Statewide Travel Management System (STMS).

• Knowledge of customer service practices.

• Knowledge of travel processes, policies, and procedures.

• Knowledge of applicable computer applications and basic computer functions.

• Knowledge of Florida Public Records and Government in the Sunshine laws.

• Professional attitude with the ability to perform in a complex cross-functional fast paced business environment.

• Working knowledge of Microsoft Applications.

• Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

Minimum Requirements:

Three years' experience in an executive support role.

Our Organization and Mission:

Under the direction of Governor Ron DeSantis, Secretary Pedro Allende and DMS' Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida's state government. It is against this backdrop that DMS strives to demonstrate its motto, 'We serve those who serve Florida. '

Special Notes:

DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following provided email addresses:

DMS. Ability@dms. fl. gov

DMS. Veterans@dms. fl. gov

An individual with a disability is qualified if he or she satisfies the skills, experience, and other job related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at ***. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

Successful completion of background screening will be required for this position.

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-***). 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.

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