DOS - Administrative Assistant III - 45000052

Requisition No: 815511 

Agency: Department of State

Working Title: DOS - Administrative Assistant III - 45000052

Position Number: 45000052 

Salary:  $38,175.60 

Posting Closing Date: 01/27/2024 

Department of State

Administrative Assistant III

Division of Administrative Services

Bureau of Information Services

 

Open Competitive

 Previous applicants need not reapply

Minimum Qualifications:

• Associate degree OR two (2) year of administrative experience

Preferences:

• Administrative work experience with a State of Florida agency

Special Note:

Responses to qualifying questions must be clearly supported in your employment history.

 

Duties and Responsibilities:

This position serves as an administrative assistant in the Bureau of Departmental Information Systems (BDIS) at the Florida Department of State (Department).  Responsible for proactive coordination of the overall administrative and clerical functions.

            This position serves as the Administrative Assistant III to the Director of Information Technology, Chief Information Security Officer (CISO), and Chief Information Officer (CIO) of the Bureau of Departmental Information Systems (BDIS). Meets and greets officials and visitors to (BDIS). Coordinates initial sales/vendor meeting schedules.  Represents BDIS and the Department of State in a professional manner at all times. Requires the exercise of confidentiality and independent judgment.

            Coordinates the overall administrative and clerical functions of BDIS  to include, but not limited to: recordkeeping; preparing, composing, routing and tracking all correspondence (letters, personnel actions such as Personnel Action Requests (PARs) and Requests to Advertise (RTAs) for division job vacancies, memoranda, administrative paperwork, forms, legislative requests to also include bill analysis); coordinating the schedule of meetings involving the Director of BDIS, CISO, and the CIO;  maintains the BDIS conference room scheduling;  provides assistance to individuals contacting the BDIS office via phone or email; maintains the BDIS phone list.  Processes travel requests and other administrative paperwork; organizing, maintaining, and updating hard copy and electronic files as needed, conducts routine clerical functions such as routing incoming mail, handling outgoing correspondence, maintains office supplies and supply room for BDIS; serves as liaison with other divisions for operational activities such as equipment authorization and provides support to the Office of the Secretary for phone coverage when needed.   Perform other work-related duties as required.

 

Knowledge/Skills/Abilities:

• Ability to work in a professional office environment.
• Proficient using Microsoft Word, Excel, PowerPoint, and Outlook
• Strong communication and writing skills.
• Skilled in data entry, state purchasing, state travel and legislative tracking systems
• Strong customer service experience
• Experience preparing written communications.
• Ability to work well in a team environment.
• Ability to work effectively under pressure.

 

CRIMINAL BACKGROUND CHECKS:  A Level 2 criminal background check is a condition of employment.  If selected for this position, you must provide your fingerprints.  We will send your fingerprints to the Florida Department of Law Enforcement and the Federal Bureau of Investigation for a criminal background check.

 

IMPORTANT NOTICES:

We are committed to enhancing our workforce through the employment of Veteran’s, individuals with disabilities and seek qualified candidates with diverse backgrounds, abilities, skills, and talents to join our workforce.

 

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: https://www.sss.gov

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 workplac