ADMINISTRATIVE ASSISTANT III - SES - 48000330

Requisition No: 820677 

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 48000330

 Pay Plan: SES

Position Number: 48000330 

Salary:  $38,175.54--$45,810.65 

Posting Closing Date: 05/15/2024 

Total Compensation Estimator Tool

Florida Department of Education

Division of Public Schools

Location: Tallahassee, Turlington Building

Administrative Assistant III -SES

Salary Range: $38,175.54 – $45,810.65

Our Organization and Mission (or) Mission of the Division of Public Schools

The Division of Public Schools is dedicated to ensuring a high-quality educational experience for all students and providing Florida's teachers and principals with the training and tools they need to increase student achievement.

Job Description

This position is the assistant to the Chancellor of the Division of Public Schools and performs highly responsible administrative work as related to the statutory regulations of the education profession in the State of Florida. This position requires excellent communication skills in dealing with the public, appointed commissioners, and members of both the legal and educational professions. Initiative and a high degree of independent judgement is required to ensure efficient continuity of all administrative tasks. Proficiency in state related programs such as MFMP, STMS, and WORKS is preferred. This is a great opportunity for someone who is highly organized, detailed oriented, and can communicate effectively.

Duties and Responsibilities

(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

The Florida Department of Education (FDOE) has an open position that is responsible for executing the following functions:

• Serves as the personal assistant to the Chancellor for the Division of Public Schools (DPS) and acts in his/her absence in carrying out administrative duties.
• Maintains calendar for Chancellor by entering all appointments, meetings, and conferences on Outlook and arranges all travel to include rental vehicles and hotel accommodations; completes all travel authorizations and reimbursements for the Chancellor.
• Independently investigates subject matter, reviews, analyzes, and prepares drafts of memoranda and correspondence on behalf of the Chancellor.
• Serves as backup to the office manager in sending out the Weekly Memo, assigning DPS numbers for memorandums, and other duties as assigned.
• Monitors the Chancellor’s public email, assists in the analysis, collection, verification, and preparation of financial and organizational information for management purposes.  Researches and verifies special project material as requested.
• Assists visitors in obtaining information or answering questions which may involve the interpretation of policies and procedures.
• Makes phone calls of a technical nature for the Chancellor and screens phone calls, interpreting established policy, providing information, and resolving problems.
• Composes routine correspondence and completes responses to other correspondence from notes and general directions.
• Maintains files for projects underway, records of current division policy and procedures, and maintains correspondence files.
• Provides direction to division support staff on proper office procedures and format for correspondence and internal memoranda.
• Handles incoming mail for the Chancellor and responds to requests of a general nature.

Other duties for the Chancellor's Office that have also been assigned to this position are:

• Ordering all supplies needed for the Chancellor's Office, this includes random inventory of supplies and ordering needed items.

• All MFMP purchase orders, including registration fees, education materials, office supplies, education directories, etc. that are needed by the Chancellor's Office.

Knowledge, Skills, and Abilities

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate, and analyze data relating to administrative functions, such as accounting, personnel, purchasing, or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to use problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum Qualifications:

• Three to four years administrative/clerical experience.

APPLICATION INFORMATION & REQUIREMENTS

Candidate Profile (application) must be complete in its entirety. Your packet may be held up at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first:
  • Any and all State of Florida jobs
  • Any and all Florida University jobs
  • All periods of employment
  • Periods of unemployment
  • Gaps 3 months or more*
  • Education
  • Volunteer Experience
• Include supervisor names and phone numbers including current place of employment.
• *Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.  
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will convert to your official application.

• If claiming Veteran’s Preference, candidate MUST attach supporting documentation (DD214).
• If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.
• All documentation is due by the close of the vacancy announcement.

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

LEAVE INFORMATION: SES

• • Annual Leave - Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.
  • Sick Leave - Employees in Senior Management Service and Selected Exempt Service positions shall be credited with 104 hours of sick leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department. Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation and may include local criminal records checks through local law enforcement agencies.

SPECIAL REQUIREMENTS: 

You will be required to provide your Social Security Number to conduct required verifications.

Selective Services System (SSS)

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the Social Security website.

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.