ADMINISTRATIVE ASSISTANT I - 72000786

Requisition No: 863451 

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72000786

 Pay Plan: Career Service

Position Number: 72000786 

Salary:  $ 45,612.06 

Posting Closing Date: 10/23/2025 

Total Compensation Estimator Tool

Administrative Assistant I, Bureau of Business Support Services
Division of Real Estate Development and Management
State of Florida Department of Management Services
This position is located in Tallahassee, FL

 

Position Overview and Responsibilities:

Incumbent filling this position will be responsible for providing assistance to the Business Support Services Bureau.  Responsible for and responds to all requests and inquiries in a professional and courteous manner.  The individual shall keep the supervisor fully informed regarding work-related activities, relevant issues, upcoming events and potential problems. 

 

Travel:

Processes travel authorizations, including reservations (hotel, car, flight) that may be required, routing for signature. Travel authorizations are processed within five business days of receipt of request.

Processes travel reimbursement vouchers for staff’s vicinity, training and meeting travel. Employee creates travel reimbursement for traveler and submits to their supervisor for approval within 24 hours of receiving the pcard receipts from traveler, logging each step into the travel tracking spreadsheet so it is up-to-date.

Maintain up-to-date log sheets for all authorizations and reimbursements.

Prepare, track and submit all travel pcard daily forms, ensuring all receipts are processed within 12 hours of receipt and electronically date stamped.

Provide updated Sun Pass transponders for travelers. Replenish transponder funds, as needed. 

 

Telecommunications:

Reviews division requests for telephone services and commodities, processes Communication Service Agreements (CSA’s) for required services as needed and maintains complete files of CSA’s and control of CSA billing numbers.

Processes monthly invoices for Verizon cell phones, "meet me" conference charges and air cards in the Department’s Suncom system.

Processes requests to obtain "meet me" accounts and air card devices for the Division in the CSAB system and maintains inventory of all users.

Distributes monthly cell phone usage memorandums to users for review, completes revenue transmittal for payments submitted from users for personal usage, and forwards to Finance & Accounting.

Perform monthly reviews of the division's phone bills and ensure that phone lines are current.  Please make sure that the phone numbers that appear on the bill, and which you are paying for, actually belong to the program area.  Send out monthly email reminders to staff to review their phone lines.

Ensure hot ports are shut down as well as email addresses in unoccupied cubicles within the division office area.

Orders cell phones, land line phones and air cards; orders accessories and replacement of these devices on an as needed basis; and sets up for new smartphones which will be coordinated with Desktop Help Team.

Coordinates telephone moves / installations with vendors for in-town facilities, with the exception of the CCOC complex which is coordinated through DIVTEL.

Maintain the division telephone listing, including fax numbers and cell phone numbers, for distribution to Division employees.

 

MFMP:

Responsible for coordinating, with Facilities Managers and DMS facilities requisition and purchase order requests. Pay invoices in a timely manner. Create annual requisitions for contracted services.

 

Knowledge, Skills, and Abilities:

Experience with Microsoft Office programs (Excel, Word and Outlook).
Knowledge of administrative principles and practices.
The individual should be very organized, and able to proofread and edit documents accordingly.
Knowledge of the methods of data collection.
Knowledge of the principles and techniques of effective communication.
Ability to understand and apply applicab