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DOS - Administrative Assistant I - 45000915

Date: Dec 6, 2017

Location: TALLAHASSEE, FL, US, 32399

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Requisition No: 25796 

Agency: Department of State

Working Title: DOS - Administrative Assistant I - 45000915

Position Number: 45000915 

Salary:  $25,479.22 

Posting Closing Date: 12/14/2017 

POSITION IS LOCATED IN THE DIVISION OF CULTURAL AFFAIRS, BUREAU OF HISTORICAL MUSEUMS

RELATIVES OF CURRENT FLORIDA DEPARTMENT OF STATE EMPLOYEES WILL NOT BE CONSIDERED

A LEVEL 2 CRIMINAL BACKGROUND INVESTIGATION IS A CONDITION OF EMPLOYMENT AND SELECTED APPLICANT WILL BE REQUIRED TO PROVIDE SOCIAL SECURITY NUMBER

APPLICATION DEADLINE IS 11:59 P.M. ON THE CLOSING DATE

RESPONSES TO QUALIFYING QUESTIONS MUST BE VERIFIABLE ON THE EMPLOYMENT APPLICATION

*Please submit proof of minimum education requirements and a resume*

DESCRIPTION OF DUTIES:

This position serves as the Administrative Assistant I to the Museum of Florida History performing diverse and complex administrative activities requiring a high level of initiative and ability to work on multiple projects independently and simultaneously. The position is located in the Museum office requiring a high level of contact with staff, the public and other Department personnel.

  • Manages main office of the Museum of Florida History and coordinates administrative activities for the Museum. Ensures that telephones are covered at all times between 8:00 am and 5:00 pm. Responsible for answering incoming phone calls, routing visitors and inquiries, mail is opened and distributed daily, composing and copying correspondence and reports as needed, processing requisitions, purchases, and payments, and ordering and maintaining office supplies and equipment.
  • Responsible for initiating requisitions and p-card requests for all state purchases and for processing information for payment. Determines coding and expenditure categories. Manages purchasing contracts. Collects and records information for monitoring and tracking expenditures, encumbrances, and payments and for oversight of financial and budgetary codes on financial documents. Monitors and projects spending to determine if sufficient budget and authority is available. Responsible for processing travel authorizations, and reimbursements. Works with Department Administrative Services staff to ensure timeliness and compliance with pertinent policies and procedures.
  • Maintains all reports and forms necessary for Museum personnel management, including position descriptions, position announcements, leave without pay reports, overtime reports, OPS payroll and tracking, and separation checklists. Serves as coordinator for reporting accidents and injuries and for DOS safety program, and maintains communication with Gray building security for coverage of museum programs and activities.
  • Works with Development Director in support of activities of the Museum's Citizen Support Organization (CSO) including but not limited to meeting preparation and being responsible for receiving, handling and processing monetary receipts and maintaining hard copies and electronic records on all in-kind and monetary donations for the Museum and the Knott House.
  • Key operator for office equipment.
  • Performs other related duties as required, including special projects of the Museum.

    REQUIRED EDUCATION AND EXPERIENCE:

    Associates degree or completion of equivalent business program

    Two years of office and administrative experience.

    Experience with Microsoft Office programs, including Microsoft Word, Outlook and Excel

    Experience with financial and budget tracking

    Experiences preparing paperwork to make purchases and follow-up payments

    REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

    Knowledge of database programs such as Access or Filemaker Pro

    Knowledge of QuickBooks or other financial management programs

    Knowledge of office procedures and practices, including paper and electronic filing and record-keeping.

    Knowledge of the principles and techniques of effective communication

    Ability to prepare, track and reconcile financial information

    Ability to manage contracts and track payments, deliverables and required reports

    Ability to use a personal computer for research, correspondence, reports, spreadsheets and database management

    Ability to research, write, edit and prepare correspondence and administrative reports

    Ability to understand and apply applicable rules, regulations, policies and procedures

    Ability to utilize problem-solving techniques

    Ability to work independently and effectively in stressful situations

    Ability to assimilate information quickly

    Ability to plan, organize and coordinate work assignments

    Ability to establish and maintain effective working relationships with others, including the general public, to work in a team environment

    Ability to exercise good customer services skills for internal and external customers

    PREFERRED (NOT REQUIRED) KNOWLEDGE, SKILLS AND ABILITIES:

    Experience in a cultural, non-profit, educational, or government agency

     ADDITIONAL REQUIREMENTS:

    Ability to lift, move, carry or push items weighing up to 20 pounds

    Ability to bend, stoop, squat, reach, stretch and/or twist

    Ability to sit or stand for long periods at a time

    Willingness to work occasional weekends, evenings and special events

    Willingness to be on call for museum emergencies

    Willingness to take additional training courses

    Willingness to direct, oversee and assist in the set up and implementation of special events and programs

    Willingness to perform special museum projects

    **IMPORTANT NOTICE: Please attach copies of any documents that are needed to meet the minimum qualifications for this position to this People First requisition. Examples of educational documents include: college diploma or transcripts, or high school diploma or equivalent.

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.  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. 


Nearest Major Market: Tallahassee