State of Florida
ADMINISTRATIVE ASSISTANT I
State of Florida, Tallahassee, Florida, us, 32318
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
Total Compensation Estimator
Tool
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 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."
Division of Retirement:
The mission of the Division of Retirement (division) is to deliver a high quality, innovative, and cost-effective retirement system. The division currently has 225 full-time retirement staff and manages a FY 2024-25 operating budget of $48,864,720. The division administers the Florida Retirement System (FRS) Pension Plan, currently the fourth largest state retirement system in the US with more than 2.7 million active, retired, and terminated vested and non-vested members and $187.2 billion in assets. The division pays out $12.9 billion a year in retiree benefits and maintains the service history, vesting and membership status records, and collects nearly $5.5 billion annually in employer and employee contributions from more than 1,000 employers for all FRS members.
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.govDMS.Veterans@dms.fl.govAn 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 (850) 488-2707. 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 (1-866-663-4735). 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 workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
VETERANS' PREFERENCE.
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans' Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.
Location:
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
Total Compensation Estimator
Tool
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 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."
Division of Retirement:
The mission of the Division of Retirement (division) is to deliver a high quality, innovative, and cost-effective retirement system. The division currently has 225 full-time retirement staff and manages a FY 2024-25 operating budget of $48,864,720. The division administers the Florida Retirement System (FRS) Pension Plan, currently the fourth largest state retirement system in the US with more than 2.7 million active, retired, and terminated vested and non-vested members and $187.2 billion in assets. The division pays out $12.9 billion a year in retiree benefits and maintains the service history, vesting and membership status records, and collects nearly $5.5 billion annually in employer and employee contributions from more than 1,000 employers for all FRS members.
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.govDMS.Veterans@dms.fl.govAn 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 (850) 488-2707. 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 (1-866-663-4735). 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 workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
VETERANS' PREFERENCE.
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans' Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.
Location: