ADMINISTRATIVE ASSISTANT I - 37011350

Requisition No: 845437 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT I - 37011350

 Pay Plan: Career Service

Position Number: 37011350 

Salary:  $34,398 Annually 

Posting Closing Date: 02/07/2025 

Total Compensation Estimator Tool

Administrative Assistant I

State of Florida

Department of Environmental Protection

Business Planning

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. 

The Work You Will Do:

This is an independent position in the Business Planning Program responsible for a variety of administrative and business activities.

The Difference You Will Make:

Our culture consists of creating connections, working together effectively, and celebrating our successes while leaving the legacy of Protecting Florida Together.

How You Will Grow:

DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

Where You Will Work:

8800 Baymeadows Way, West

Suite 100

Jacksonville, Fl 32256

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);
• Flexible Spending Accounts;
• Tuition waivers;
• And more!

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

Pay:

$34,398 Annually

Your Specific Responsibilities:

Welcome Desk

• Responsible for assisting with the welcome desk and serving as the district’s central point of contact for the public and staff.
• Assist callers with general questions and provide requested information and/or alternate contact sources.
• Greet and direct visitors to appropriate staff members.
• Maintain an up-to-date telephone extension list for district employees.
• Assist with reserving conference rooms upon request from staff; set up rooms for meetings as requested; maintain order and ensure rooms are returned to standard layout.
• Convert incoming hard copy mail into electronic format and process incoming electronic mail received in DEP_NED; direct insert applicable documents into Oculus; email Oculus link to appropriate staff.
• Coordinate outgoing mail collection and serve as liaison to postal and courier services.

Administrative Assistance

• Monitor requests/assignments in DEP_NED in support of the district’s regulatory programs as required and ensures timely completion of requests.
• Convert paper documents to an electronic document of record by using the department’s electronic document management system (Oculus).  This process may include document preparation, document scanning, validation, and quality control/quality assurance. Maintain compliance with DEP 335, Records Management.

Motor Pool

• Assist with the coordination of the district’s vehicle reservation desk.
• Reserve vehicles from the district’s pooled fleet upon request from staff as received in DEP_NED.
• Assist with fleet maintenance and repairs. Assist with audit of vehicle folders to ensure required items are in place (i.e. keys, fuel card, camera, fully charged batteries).

Performs related duties as required by management.

Required Knowledge, Skills, and Abilities:

• • Knowledge of the terminology, principles and analytical techniques of administrative programs.
  • Ability to understand and apply applicable regulations, policies and procedures relating to business programs.
  • Ability to evaluate, analyze and interpret business reports and supporting documentation.
  • Ability to determine work priorities and ensure proper completion of work assignments.
  • Ability to work independently.
  • Ability to prepare technical reports.
  • Ability to communicate effectively and professionally, both verbally and in writing.
  • Ability to establish and maintain effective working relationships with co-workers and leadership.
  • Ability to interact with customers in a tactful and courteous manner.
  • Ability to cross-train into multiple regulatory programs.
  • Ability to meet established performance standards as identified in the district performance standards document.
  • Ability to identify solutions to problems and exhibit positive problem-solving techniques.
  • Skill in producing quality work with little oversight and rework.
  • Experience with process review and efficiency implementation through use of continuous improvement strategies.

This position is designated as a Position of Special Trust in accordance with DEP-422 (Positions of Special Trust or Responsibility). Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S.  No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.  

DEP 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 email addresses:

HR_VeteransPreference@dep.state.fl.us

HR_Recruitment@FloridaDEP.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 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.