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STAFF ASSISTANT - 72001278 1

Date: Aug 12, 2019

Location: LARGO, FL, US, 33778

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 71195 

Agency: Management Services

Working Title: STAFF ASSISTANT - 72001278 1

Position Number: 72001278 

Salary:  $28,000 - $30,000 

Posting Closing Date: 08/26/2019 

Staff Assistant
Real Estate Development and Management
State of Florida Department of Management Services
This position is located in Largo, Florida
A work sample will be required for this position

The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing the various business and workforce-related functions of state government. Under the direction of Governor Ron DeSantis and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, telecommunications, private prisons, fleet, and federal property assistance programs utilized throughout Florida’s state government. DMS is relied upon to establish, maintain and improve the business processes used by state employees to create a better, not bigger government.  DMS facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.” Under the leadership of DMS Secretary Jonathan Satter, DMS’ employees embody four pillars on a daily basis: 
lead by example; serve with excellence; create efficiencies; and challenge the status quo.
Position responsibilities:
Incumbent in this position will be required to perform varied types of administrative work, reporting directly to the Facilities Manager in the operation of the Grizzle/Trammell group.  This responsibility requires performing research and gathering data, preparing written reports, independently initiating projects, interpreting policy and providing assistance to Facilities Manager.  This person is responsible for support to the maintenance staff, processing purchase orders, procurement card orders, and other various tracking and reporting as well as other duties as required.
Administrative duties:

  • Receives and processes daily mail, reviewing and routing accordingly.
  • Receives and processes travel reimbursement vouchers for staff’s vicinity, training and meeting travel.
  • Maintains office files, processing all paperwork.
  • Assists Facilities Manager in compiling data and completed forms for monthly operating reports.
  • Processes personnel information as required.
  • Orders and maintains office supplies.
  • Fields tenant calls for cleaning service requests and complaints.
  • Assists in conducting daily administrative activities and/or directions, special projects or activities with the Facilities Manager and maintenance staff.
  • Assists Facilities Manager, Maintenance Supervisor and maintenance staff as needed on various special projects, and for compiling of contract data for compliance and record maintenance (security, lawn care & custodial contracts).
  • Performs special assignments for multiple properties as required.
  • Interprets established policy and provides information for resolution of problems.

Purchasing duties:

  • Coordinates collection and presentation of data for use in preparation of budgets.
  • Installs budget control methods concerning all phases of budget.  Keeps track of spreadsheets as directed for budget control.
  • Receives requisitions and processes them through E Procurement System as applicable.  Obtains and processes phone quotations for building repairs, materials or services from vendors for all facilities.
  • Follows up on status of orders, ensuring their completion and approval in a timely manner.
  • Phone calls to coordinate scheduling of services and payment of such with vendors.
  • Prepare and process daily transmittals for VISA payments to vendors for all sites.

Other miscellaneous duties:

  • Serves as the point of contact for the DMS office in Orlando, conducts themselves in a courteous and professional manner.
  • Represents the Department when dealing with agency tenants, clients and the general public.
  • Processes and coordinates tenant signage requests.
  • Books conference rooms to be used by tenant agencies, processing applications for After Hours Use of Facility.
  • Processes Sonitrol security access code requests for tenants assigned to the three facilities and issues corresponding access cards, receives and processes replacement payments for lost/damaged cards.
  • Processes Paid Parking contracts and assigns parking cards to the building tenants.
  • Accomplishes other duties as assigned.  

Knowledge, Skills and Abilities:

  • Knowledge of office procedures and practices.
  • Knowledge of the methods of data collection.
  • Ability to understand and apply applicable rules, regulations, policies and procedures.
  • Ability to work independently.
  • Ability to utilize problem-solving techniques.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to establish and maintain effective working relationships with others.
  • Prolonged periods of sedentary work which involves repetitive motion
  • Integrity, Communication, Respect, Excellence, Accountability, Teamwork, Empowerment 

Minimum Qualifications:

  • Three years of secretarial or clerical work experience.
  • Valid and applicable driver’s license.

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.myflorida.com
DMS.Veterans@dms.myflorida.com
An 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.
Additional background screening may be required by tenant agencies based on position assignments or access requirements.


 

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: Tampa