ADMINISTRATIVE ASSISTANT I - 72002491

Requisition No: 836727 

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72002491

 Pay Plan: Career Service

Position Number: 72002491 

Salary:  $33,760.00 - $35,300.00 

Posting Closing Date: 11/07/2024 

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Administrative Assistant I

Division of Retirement/Research, Education & Training

State of Florida Department of Management Services

This position is located in Tallahassee, FL

 

Position Overview and Responsibilities:

• Assist with handling public records requests received for the Division through multiple mediums, including phone calls and emails. 
• General administrative duties supporting the activities in the Bureau, such as schedule meetings; prepare travel authorizations and coordinate travel arrangements; maintain office files and personnel records; answer or direct phone inquiries received in the Bureau Chief’s office; prepare correspondence; assist in preparing for Employer Seminars by compiling and organizing notebooks, preparing conference room, and performing other duties required to facilitate the Seminar; act as liaison with Administrative Services on facility issues; compile monthly work reports; assist in scheduling for hiring process.
• Assist the Bureau of Retirement Calculations by research members in IRIS to appropriately assign documents. Process beneficiary forms in IRIS. Research “lost” members to locate a current address. Analyze retirement monthly report to document any major changes in a given month. Process returned mail.
• Assist with creating and building training booklets and other related materials for various classes conducted by the training team. 
• Monitor and maintain inventory supplies, equipment, furniture, and forms for the Bureau; order needed supplies and printing; coordinate maintenance, removal, and repair of equipment. Purchase supplies and other needed items through the State Purchasing Card (p-card) or MyFloridaMarketPlace and coordinate purchasing with the Administrative Services Section.  Reconcile P-card charges as required by the department.  Monitor budget allotments and provide budget data to Bureau Chief and Administrative Services as needed.
• Perform other related duties as required.

 

Knowledge, Skills, and Abilities:

• Knowledge of principles and techniques of effective verbal and written communication.
• Ability to use IRIS (internal data system).
• Ability to use various software applications (Word, Excel, PowerPoint).
• Knowledge of data collection methods and basic arithmetic.
• Ability to work independently.
• Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

 

Minimum Qualifications:

• High school diploma or equivalent and three years of secretarial or clerical work experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience. 
• Vocational/technical training in the areas of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.

 

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 pr