ADMINISTRATIVE ASSISTANT I - 48004229

Requisition No: 836035 

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT I - 48004229

 Pay Plan: Career Service

Position Number: 48004229 

Salary:  $2,813.33 

Posting Closing Date: 10/25/2024 

Total Compensation Estimator Tool

Division of Vocational Rehabilitation

Location: Tallahassee

Administrative Assistant I

Position Number: 48004229

Vocational Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job. VR is committed to helping people with disabilities find meaningful careers.  Our Mission is "to help people with disabilities find and maintain employment and enhance their independence." Our Vision is "to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees."

**experience with facilities management/leasing, purchasing and case documentation***

Minimum Qualifications:
A bachelor's degree from an accredited college or university, and one year of administrative experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Duties:

This is independent work assisting management in providing analysis and research on a variety of administrative matters.  Work involves assignments that are broad as to objective and content and require independently making decisions and obtaining solutions by operating within well-established policies, laws, rules and guidelines.  This work helps management and professional staff accomplish its objectives by providing administrative support including organization and control in the preparation and maintenance of documentation and materials vital to the effectiveness of the organization/unit.  The incumbent in this position can expect to be asked to do (not all inclusive) the following:

• Process a variety of routine correspondence, investigate subject matter and prepare replies.
• Maintain current information of division policies and programs and process routine matters within established policies.
• Review records and reports which require action and recommend solutions or courses of action.
• Perform special assignments, research, and report preparation.
• Perform fiscal, personnel, purchasing, statistical reporting, and other major office functions.
• Represent supervisor at meetings to furnish or obtain information.
• Assist in conducting daily administrative activities and/or directing special projects or activities.
• Review and coordinate implementation of area rules and procedures.
• Perform related work as assigned.
• Duties and responsibilities:
• Assists the Area Director and other staff in conducting daily administrative activities.  This includes, but is not limited to the following:
• Functions as Purchasing Liaison:
• Purchases area supplies, equipment and furniture via MyFloridaMarketplace (MFMP), Purchasing Card (PCard),
• Training of area staff on   process of ordering office supplies.

Functions as Travel Liaison:

• Trains area offices on travel rules and regulations.
• Trains area staff on STMS Travel Program, preparation of C676C.
• Assist area staff with preparation of travel packets to attend trainings. (Authorization to travel and reimbursements)
• Trains area staff on the proper utilization of travel codes.

Functions as Training Coordinator:

• Preparation of facility prior to training.
• Prepare and submit request for CRC credits for area training.
• Maintains attendance records of area staff who attend area and state level training.
• Purchase of  Interpreter services for Hearing Impaired personnel.
• Preparation of training materials for trainings.
• Arranging accommodations for training presenters.

Performs related duties and responsibilities as assigned.

Knowledge of utilization of equipment required for the position:

Knowledge of Administrative principles and practices

Knowledge of methods of data collection

Knowledge of principles and techniques of effective communication

Ability to collect, evaluate and analyze data relating to administrative functions

Ability to prepare correspondence and administrative reports

Ability to understand and apply applicable rules, regulations, policies and procedures

Ability to utilize problem-solving techniques

Ability to work independently

Ability to organize and coordinate work assignments

Ability to communicate effectively

Ability to establish and maintain effective working relations with others

Ability to use Microsoft Word, Excel, Power Point

Ability to conduct fact finding research on the internet

Attendance is an essential function of this position.

 APPLICATION INFORMATION & REQUIREMENTS

Candidate Profile (application) must be complete in its entirety. Your packet may be delayed at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first)
  • Any and all State of Florida jobs
  • Any and all Florida University jobs
  • All periods of employment
  • Periods of unemployment
  • Gaps 3 months or more*
  • Education
  • Volunteer Experience
• Include supervisor names and phone numbers including current place of employment and complete address.
• *Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will convert to your official application.

• If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.

Complete and register your State of Florida Employment Application on-line, which will then enable you to electronically submit your application for advertised vacancies in the state agencies. The State of Florida application online can be edited at any time prior to each submission and will automatically populate when you apply to a specific position.

After you have applied to one or more job advertisements, all submitted applications can be viewed from the "Applicant Home Page" by clicking on "View Your Applicant Submissions. "A listing of all the positions to which you have applied will be displayed. You can view and/or print any or all the submitted applications, although this information is also maintained online.

[or]

• Download and then fax a completed application to the People First Service Center at 888-403-2110.  Be sure to include the requisition number on each page of your application.

For assistance in completing the employment application or applying for jobs using the People First system, call the People First Service Center at 1-877-562-7287.

It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening.

No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department.

Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies.

STATE OF FLORIDA EMPLOYEE BENEFITS

State of Florida Retirement – 3% Employee Contribution Required

10 Paid Holidays annually

104 Hours of Paid Annual Leave annually

104 Hours of Paid Sick Leave annually

 Health Insurance for Individual or Family Coverage – State pays 80% of premium

Life Insurance – State pays premium for $25,000 basic term life insurance for full time employee

Additional supplemental insurances are available such as dental, vision, etc.                                    

Benefits information can be found on the following website:

Insurance Benefits:  http://www.myflorida.com/MyBenefits

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.