ADMINISTRATIVE ASSISTANT I - 37011101

Requisition No: 852278 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT I - 37011101

 Pay Plan: Career Service

Position Number: 37011101 

Salary:  Annual Salary: $33,760.00 - $35,500.00 (Commensurate with experience) 

Posting Closing Date: 05/19/2025 

Total Compensation Estimator Tool

ADMINISTRATIVE ASSISTANT I - 37011101

State of Florida

Department of Environmental Protection

Division of Waste Management

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 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 Administrative Assistant I position within the Division of Waste Management, Business Support Program, Shared Administrative Services. The incumbent of this position will be the first point of contact for callers and visitors while supporting day-to-day office operations. Responsibilities include answering and routing calls, greeting guests, assisting with recruitment tracking, preparing welcome materials for new hires, maintaining employee schedules, and handling general administrative tasks such as filing, data entry, and mail management. You'll also support team coordination and ensure smooth, professional front desk operations.

The Difference You Will Make:

This position will play a key role in creating a welcoming and efficient workplace environment. Your proactive communication, organization, and attention to detail will ensure that callers, visitors, and staff feel supported and valued. By streamlining front desk operations, assisting with recruitment processes, and maintaining accurate internal records, you’ll help teams stay informed, operations run smoothly, and new employees feel appreciated from day one. Your contributions will enhance both employee experience and overall office efficiency.

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 - $35,500.00(Commensurate with experience)

Your Specific Responsibilities:

• In this role, the incumbent is expected to always uphold and adhere to the Departments policies and procedures.

• Answer and route incoming calls to the appropriate Program staff. Provide general information and assistance to callers as requested and needed. Take messages accurately and ensure timely follow-up.

• Assists with recruitment process by tracking job postings and applications.

• Prepare and route welcome cards for new employees, ensuring timely delivery. Maintain records of distributed welcome cards and follow-up to ensure the new hires receive them.

• Collect and compile employee work schedules, ensuring accuracy and timely communicate of any changes.

• Greeting visitors and staff at the front desk, providing a welcoming environment. Respond to customer inquiries and resolve in a timely manner. Collaborate with team members to address customer needs effectively.

• Manage the front desk area, ensuring it is organized and presentable. Assists with administrative tasks such as filing, data entry and document preparation.

• Work closely with team members and other Division staff to facilitate smooth operations.

• Provide backup support to other administrative staff as needed, ensuring continuity of operations, including managing incoming & outgoing mail, handling priority scans to ensure timely processing, and monitor/respond to the Shared Services Mailbox, addressing inquiries.

• Perform other job-related duties or projects as assigned.

Required Knowledge, Skills, and Abilities:

• Understanding of basic office protocols and procedures
• Ability to prioritize tasks and manage time effectively.
• Ability to understand customer needs and respond appropriately.
• Knowledge of telephone courtesy and procedures.
• Knowledge of state invoice procedures and contract management rules. 
• Knowledge of STCM.
• Knowledge of MFMP. 
• Strong verbal and written communication abilities.
• Ability to use multi-line telephone.
• Ability to establish and maintain effective working relationships.
• Ability to work well with others in a team setting
• Ability to work well under pressure.

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.  

Contact Information:

Sarah Bridgeman. Operations & Program Manager

Shared Admin Services

Division of Waste Management

Email: Sarah.Bridgeman@FloridaDEP.gov

Phone No. 850-245-7603

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.