ADMINISTRATIVE ASSISTANT I - 37010952

Requisition No: 851501 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT I - 37010952

 Pay Plan: Career Service

Position Number: 37010952 

Salary:  Annual Salary: $33,760.00 - $36,317.88 (Commensurate with experience) 

Posting Closing Date: 04/28/2025 

Total Compensation Estimator Tool

Administrative Assistant I - 37010952

State of Florida

Department of Environmental Protection

Anticipated Vacancy

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 create strong community partnerships, safeguard Florida’s natural resources and enhance its ecosystem. 

The Work You Will Do:

This position is within the FDEP, Division of Waste Management, Business Support Program, Shared Services Administrative Support Team. As an Administrative Assistant I, you will provide essential support to the Division and its programs, ensuring smooth day-to-day operations. You will coordinate meetings and special projects, manage records and compliance documentation, and assist with purchasing, training, and onboarding processes. Your role will include maintaining communication systems, supporting HR functions, handling document reviews, and contributing to workspace organization. You will also serve as a point of contact for internal and external inquiries, helping to ensure efficient and professional service across the Division.

The Difference You Will Make:

Your contributions will help ensure the Division runs efficiently and effectively by supporting critical administrative functions. Through your attention to detail, organization, and proactive support, you will enhance communication, streamline operations, and contribute to a positive, well-functioning workplace. Your role will directly impact the Division’s ability to meet its goals and serve its mission with excellence.

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:

Tallahassee, Florida’s Capitol City, lined with rolling hills, oak trees, and canopied roads combines old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career.

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:

Annual Salary: $33,760.00 - $36,317.88 (Commensurate with experience)

Your Specific Responsibilities:

• Serves as the administrative support for the Division and all program areas to facilitate daily operations and program effectiveness. Assist in coordinating program-specific activities, events, and/or meetings, including preparation of agendas, materials, and follow-up documentation. Track and manage program related documents, including forms, records, reports, and compliance materials. Support special projects and other administrative tasks as assigned by Division Leadership

• Coordinate and process purchasing requests for the Division in accordance with organizational policies. Track and maintain records for all purchase orders and ensure timely follow-up on outstanding requests.

• Assists the Training Liaison with documentation, reporting of training activities, and maintaining up-to-date training records. Ensure all mandatory training requirements are tracked and completed in a timely manner. This includes maintaining accurate records of external learners/division contractors.

• Monitor the Division’s Shared Services mailbox and ensure timely responses, routing, or handling of incoming messages. Log, track, and manage the Division’s Priority Scans and ensure accurate documentation and delivery.

• Set-up and reset new hire workspaces, ensuring they are fully equipped and ready prior to arrival. Maintain inventory of office supplies and onboarding materials for new employees.

• Set up and maintain the Division’s bulletin boards, ensuring content is current, informative, and aligned with internal communication standards. Assist with workspace organization and coordination of minor facilities-related requests.

• Provide Administrative support to HR functions such as filing, document preparation, and onboarding.

• Review scanned documents to ensure accuracy, completeness, and compliance. Identify and document errors or inconsistencies, and follow-up as needed to ensure timely corrections. Coordinate with Division IT staff to address necessary edits or updates in the Department’s databases. Maintain accurate logs and records of document reviews and corrections to support accountability and quality assurance efforts.

• Act in a backup capacity for answering Division office phones lines, ensuring courteous and professional communication. Handling the distribution of incoming and outgoing mail for the Division, maintaining accuracy and timeliness. Provide general clerical support such as photocopying, scanning, and filing documents.

• Performs other duties as assigned. 

Required Knowledge, Skills, and Abilities:

• Understanding of administrative and clerical procedures, including file management, recordkeeping, and general office operations.
• Familiarity with purchasing processes and vendor coordination.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other standard office software.
• Problem-solving skills with the ability to identify errors and follow through with corrections.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to interact professionally with staff at all levels, including management, vendors, and external partners.
• Knowledge of entering and editing data into a computer system. 
• Skill in handling telephone calls in a courteous and efficient manner.
• Ability to attend meetings and take notes/minutes.
• Ability to proofread documents; correcting grammar, spelling and punctuation as needed.
• Ability to organize files and other documents, analyze information and compile summary reports.
• Ability to plan, organize and prioritize work tasks, handle large workloads, meet specific deadlines, and work effectively under pressure.
• Ability to operate general office equipment. 
• Strong written and verbal communication skills for professional correspondence and interactions with internal and external stakeholders.    

Required Qualifications:

• Associate’s degree from an accredited college or university; or Any combination of post-secondary education or verifiable related experience as described above for a total of two years.

Other Job-Related Requirements for this position: 

• Valid Driver License.

POSITION OF SPECIAL TRUST REQUIREMENT: 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.