ADMINISTRATIVE ASSISTANT I - 43000353

Requisition No: 847101 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT I - 43000353

 Pay Plan: Career Service

Position Number: 43000353 

Salary:  $33,759.96 - $56,956.44 

Posting Closing Date: 03/06/2025 

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*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****
DIVISION: OFFICE OF FINANCE & BUDGET
BUREAU: FINANCIAL SERVICES 
CITY: TALLAHASSEE
COUNTY: LEON
SPECIAL NOTES:
High School diploma or its equivalent is required.

Preferences: 

• Microsoft Office, Word, Excel, Outlook or similar products.
• My Florida Market Place (MFMP) creating requisitions experience.
• Customer service experience.
• Administrative experience in an office environment.

The work hours for this position are Monday – Friday, 8 AM-5 PM.

The hiring salary will be based on experience.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

This position requires a security background check, including fingerprint as a condition of employment.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.
 
Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to type letters, memoranda, and other standard business forms in correct format; to prepare correspondence and administrative reports, operate general office equipment and to use a personal computer.  
• Ability to organize files and other records; to organize and maintain records management systems. 
• Ability to perform basic arithmetical calculations; to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing. 
• Ability to use correct spelling, punctuation, and grammar.
• Ability to handle telephone calls in a courteous and effective manner. 
• Ability to communicate effectively both orally and in writing.  
• Ability to plan, organize and coordinate work assignments and ensure proper completion of work deadlines. 
• Ability to understand and apply applicable rules, regulations, policies, and procedures.  
• Ability to utilize problem-solving techniques, work independently and plan, organize and coordinate work assignments.  
• Ability to establish and maintain effective working relationships with others. 
• Ability to effectively communicate with others both verbally and in writing. 
• Ability to review documents and warrants for accuracy and completeness.
• Knowledge and application of the methods of data collection, administrative and clerical principles and practices, office procedures and practices.
• Knowledge and application of computer software and equipment; proficient in use of Microsoft Office or similar software products.  
• Skilled in reading comprehension, understanding written work-related documents. 
• Knowledge of how to research and identify essential information. 

BRIEF DESCRIPTION OF DUTIES:

This position involves independent/professional administrative work on a variety of complex matters such as fiscal, human resources, purchasing, reporting and other major functions and is responsible for the daily office management.  The incumbent in this position will perform the administrative functions of the Office of Finance and Budget, Bureau of Financial Services.  

Performs a variety of administrative functions including, but not limited to administrative support to director, chief, managers and staff.  Answers incoming telephone calls, takes messages, receives visitors, and refers callers/visitors to the appropriate personnel in a professional manner. Receives, date stamps and distributes incoming mail and faxes to appropriate personnel daily; prepares and posts outgoing office standard and express mail.  Prepares daily warrants for mailing.  Reviews and research outstanding vendor warrant and resolves problems associated with these warrants as needed. Monitors and procures office supplies, request equipment repairs and coordinates service and general office housekeeping. 

Incumbent completes all tasks assigned in a timely fashion and in accordance with established agency policies.  Work may be assigned from written and/or oral instruction. 

Employee is expected to be reliable and dependable, for example: to show up for work, ready to work on a reliable basis; to observe established work hours and scheduled appointments; to complete work on time; and to obtain permission before being off work and schedule leave in a manner that minimizes work disruption.  

DFS employees should accurately track their daily work and leave hours on the monthly People First timesheet. Timesheets will default in People First to eight hours on each day; however, the actual hours worked (eight, more than eight, or less than eight) should be reported on the day the hours were worked. Any leave needed to be used to meet each month’s scheduled hours should be shown on the day when the leave was used. Employee will work Monday – Friday, 8 AM- 5 PM in the office.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

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.