ADMINISTRATIVE ASSISTANT I - 37020363

Requisition No: 862698 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT I - 37020363

 Pay Plan: Career Service

Position Number: 37020363 

Salary:  $38,103.12 

Posting Closing Date: 10/20/2025 

Total Compensation Estimator Tool

Administrative Assistant I
State of Florida
Department of Environmental Protection, Northwest District

This position is located in Pensacola, FL.

Position Overview and Responsibilities:

This position is within the Office of Business Planning, and often serves as the first point of contact for incoming guests and visitors and will provide assistance to stakeholders by responding to questions, providing general information, answering the main phone line, managing electronic calendars and performing general clerical duties such as data entry, and mail processing. This administrative position requires independent judgment and decision making and performs a wide variety of duties which will require the ability to prioritize and multi-task. The position also requires the ability to maintain a permanent set of scheduled hours, which is 8 a.m. to 5 p.m. daily.

Administrative Resource Team (ART) members are expected to successfully complete all associated duties, which include but are not limited to the following:

Administrative Resource Team Assistance

As part of the district’s Administrative Resource Team (ART):

• Completion of administrative assignments in support of the District’s regulatory programs as needed or requests
• Utilization of the NWD_EPost email address and related common drives
• Completes data entry into Oculus and various databases as required
• Conducts Oculus Quality Assurance as time permits
• Oversight and completion of Shared Mailbox Requests
• Document Processing, Incoming/Outgoing mail processing
• Database Management
• Public Records
• Pre-Indexing
• Oculus
• Document Management
• Process Improvement Initiatives
• Attendance at program and team meetings, and any other duties as assigned or requested
• Performs related administrative duties as required

Mail Processing

• Processes incoming permit applications and sends email to Administrative Resource Team (ART) or appropriate staff
• Processes checks received with applications, notifies Administrative Resource Team (ART) for pick-up
• Organizes and disseminates incoming compliance documents by program area, to be picked up by Program Planner
• Processes all other incoming mail & courier documents and routes appropriately
• Coordinates incoming/outgoing mail and serves as liaison to postal and courier services

Welcome Desk

• Serves as the district’s central point of contact for the public and staff, responsible for managing the welcome desk and switchboard
• Enters caller requests, complaints, and concerns into Inquiry/Complaint Tracker for staff follow-up
• Assists callers with general questions and provides requested information and/or provides alternate contact sources
• Greets and directs visitors to appropriate staff members
• Prepares identification badges for all visitors and staff
• Creates welcome desk coverage schedule
• Schedules teleconference calls for the NWD staff
• Create Standard Operating Procedures (SOP’s) for welcome desk duties

Administrative team members shall complete assignments in accordance with provided procedures, guidance memos, or other appropriate materials and in compliance with the Agency’s core values and mission. Admin resource team members will also consistently model the department’s values and required work habits.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

1. Ability to serve the public, DEP’s stakeholders, and each other in a courteous and timely manner.
2. Ability to communicate effectively and professionally, both verbally and in writing.
3. Ability to maintain effective and productive working relationships with others.
4. Skill in dealing with conflicts, confrontations, and disagreements in a positive manner.
5. Ability to effectively prepare, prioritize, and organize work, meetings, and projects to meet deadlines and quality expectations.
6. Ability to effectively solve problems and make competent decisions. 
7. Ability to demonstrate personal integrity, responsibility, and accountability.
8. Skill and proficiency in computer operations and programs such as MS Word, Excel, PowerPoint, Access, SharePoint, and Outlook.

Minimum Qualifications:

• Valid Driver License and ability to travel overnight as needed.
• 2 years of administrative and/or customer service experience. Post-secondary degrees in a related field from an accredited college or university may be used as an alternative for the required years of experience on a year-for-year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.

Pay:

Annual Salary: $38,103.12

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. 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:
The Northwest District is located along the Gulf Coast. We proudly serve 16 counties in the Florida panhandle including Bay, Calhoun, Escambia, Franklin, Gadsden, Gulf, Holmes, Jackson, Jefferson, Leon, Liberty, Okaloosa, Santa Rosa, Wakulla, Walton and Washington. This district has three offices located in Pensacola, Panama City and Tallahassee. This position is located at the Pensacola office at 160 W. Government St., Pensacola, FL. 32502.

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;
• Total Compensation Estimator Tool
• And more!

For a more benefits information, visit www.mybenefits.myflorida.com.

Special Notes:

DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferable 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

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 DEP Human Resources (HR) Office at (850) 245-2511. DEP requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

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.