ADMINISTRATIVE ASSISTANT I - 72000786

Requisition No: 881324 

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72000786

 Pay Plan: Career Service

Position Number: 72000786 

Salary:  $45,612.06 

Posting Closing Date: 08/16/2026 

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Administrative Assistant I, Bureau of Business Support Services
Division of Real Estate Development and Management
State of Florida Department of Management Services
This is an on-site position located in Tallahassee, FL

Position Overview and Responsibilities:

Incumbents filling this position will be responsible for providing assistance to the Business Support Services Bureau.  Responsible for and responds to all requests and inquiries in a professional and courteous manner.  The individual shall keep the supervisor fully informed regarding work-related activities, relevant issues, upcoming events and potential problems. 

Travel:

Processes travel authorizations, including reservations (hotel, car, flight) that may be required, routing for signature. Travel authorizations are processed within five business days of receipt of request.

Processes travel reimbursement vouchers for staff’s vicinity, training and meeting travel. Employee creates travel reimbursement for traveler and submits to their supervisor for approval within 24 hours of receiving the PCard receipts from traveler, logging each step into the travel tracking spreadsheet so it is up to date.

Maintain up-to-date log sheets for all authorizations and reimbursements.

Prepare, track and submit all travel PCard daily forms, ensuring all receipts are processed within 12 hours of receipt and electronically date stamped.

Provide updated Sun Pass transponders for travelers. Replenish transponder funds, as needed. 

Telecommunications:

Reviews division requests for telephone services and commodities, processes Communication Service Agreements (CSA’s) for required services as needed and maintains complete files of CSA’s and control of CSA billing numbers.

Processes monthly invoices for Verizon cell phones, and air cards in the Department’s Verizon web portal.

Distributes monthly cell phone usage memorandums to users for review, completes revenue transmittal for payments submitted from users for personal usage, and forwards to Finance & Accounting.

Perform monthly reviews of the division's phone bills and ensure that phone lines are current.  Please make sure that the phone numbers that appear on the bill, and which you are paying for, actually belong to the program area.  Send out monthly email reminders to staff to review their phone lines.

Orders cell phones, land line phones and air cards; orders accessories and replacement of these devices on an as needed basis; and sets up for new smartphones which will be coordinated with Desktop IT Help Team.

Coordinates telephone moves / installations with vendors for in-town facilities, with the exception of the CCOC complex which is coordinated through DIVTEL.

Maintain the division telephone listing, including fax numbers and cell phone numbers, for distribution to Division employees.

MFMP:

Responsible for coordinating, with Facilities Managers and DMS facilities requisition and purchase order requests. Pay contract invoices in a timely manner. Create annual requisitions for contracted services.

Knowledge, Skills, and Abilities:

Experience with Microsoft Office programs (Excel, Word and Outlook).
Knowledge of administrative principles and practices.
The individual should be very organized, and able to proofread and edit documents accordingly.
Knowledge of the methods of data collection.
Knowledge of the principles and techniques of effective communication.
Ability to understand and apply applicable rules, regulations, policies and procedures.
Ability to utilize problem-solving techniques.
Ability to work independently.
Ability to plan, organize and coordinate work assignments.
Ability to establish and maintain effective working relationships with others.
Ability to make decisions in a timely manner.
Ability to prioritize workload.
Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Teamwork.

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):

Valid and applicable driver’s license is required.

Minimum Qualifications:

Valid driver’s license.
Experience with State of Florida State Travel Management System (STMS)
Experience with MyFloridaMarketplace (MFMP)

Our Organization and Mission:
Under the direction of Governor Ron DeSantis, Secretary Tom Berger 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.”

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/.

Special Notes:
DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our agency recruiter for guidance and answers to questions through the following email addresses provided:

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. For purposes of requesting reasonable accommodations, as mentioned above, the agency hiring authority is the DMS Human Resources office, which the candidate can reach at (850) 488-2707.

Successful completion of background screening will be required for this position.

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.