ADMINISTRATIVE ASSISTANT I - 72000336

Requisition No: 839172 

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72000336

 Pay Plan: Career Service

Position Number: 72000336 

Salary:  $44,612.10 

Posting Closing Date: 10/25/2024 

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Administrative Assistant I

Division of Real Estate Development and Management

    State of Florida Department of Management Services

This position is located in Tallahassee, FL

Position Overview and Responsibilities

The incumbent in this position will be required to perform varied types of administrative work, reporting directly to the Facilities Manager at the Capital Circle Office Center. This responsibility requires performing research and gathering data, preparing written reports, independently initiating projects, interpreting policy and aiding the Facilities Manager.

Administrative Duties:

• Receives and processes daily mail, reviewing and routing accordingly.
• Receives and processes travel reimbursement vouchers for staff’s vicinity, training, and meeting travel.
• Maintains office files, processing all paperwork.
• Assists Facilities Manager in compiling data and completing forms for monthly operating reports.
• Processes personnel information as required.
• Orders and maintains office supplies.
• Assists in conducting daily administrative activities and/or directions, special projects, with the Facilities Manager.
• Assists Facilities Manager, Maintenance Supervisor, and maintenance staff as needed on various special projects, and for compiling of contract data for compliance and record maintenance (security, lawn care & custodial contracts).
• Performs special assignments for multiple properties as required.
• Interprets established policy and provides information for resolution of problems.

Purchasing Duties:

• Coordinates collection and presentation of data for use in preparation of budgets.
• Installs budget control methods concerning all phases of budget.  Keeps track of spreadsheets as directed for budget control.
• Receives requisitions and processes them through E Procurement System as applicable. Obtains and processes phone quotations for building repairs, materials, or services from vendors for all facilities.
• Follows up on status of orders, ensuring their completion and approval in a timely manner.
• Phone calls to coordinate scheduling of services and payment of such with vendors.
• Prepare and process daily transmittals for VISA payments to vendors for all sites.

Other Miscellaneous Duties:

• Serves as the point of contact for the DMS office at the Capital Circle Office Center, conducts themselves in a courteous and professional manner.
• Represents the Department when dealing with agency tenants, clients, and the general public.
• Processes and coordinates tenant signage requests.
• Books conference rooms to be used by tenant agencies, processing applications for After Hours Use of Facility.
• Processes Sonitrol security access requests for tenants, issues corresponding access cards.

Knowledge, Skills, and Abilities:

• Knowledge of office procedures and practices.
• Knowledge of proper phone etiquette.
• Knowledge of the methods of data collection.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, and Teamwork.

Minimum Qualifications:

• Three years of secretarial or clerical work experience.
• Intermediate to advanced experience with Microsoft Office programs (Excel, Word, and Outlook).

The Benefits of Working for the State of Florida:

State of Florida employees enjoy top tier benefits offerings including comprehensive health coverage to meet the needs of you and your family while maintaining low deductibles and low monthly out of pocket contributions.  State employees also enjoy the option of selecting between two retirement options, including the FRS Pension Plan and the FRS Investment Plan.  As an additional benefit, state employment affords you the opportunity to take part in the tuition waiver program within the state university and community college systems. For a more complete list of benefits, please click https://www.mybenefits.myflorida.com/.

Our Organization and Mission:
Under the direction of Governor Ron DeSantis, Secretary Pedro Allende and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”

Special Notes
DMS 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 provided email addresses:
DMS.Ability@dms.fl.gov
DMS.Veterans@dms.fl.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 DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
Successful completion of background screening will be required for this position. Additional background screening may be required by tenant agencies based on position assignments or access requirements.

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.