ADMINISTRATIVE ASSISTANT I - 72003137

Requisition No: 836687 

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72003137

 Pay Plan: Career Service

Position Number: 72003137 

Salary:  $33,760.00 - $35,558.12 

Posting Closing Date: 10/22/2024 

Total Compensation Estimator Tool

Administrative Assistant I

Division of Retirement/Benefit Payments

State of Florida Department of Management Services

This position is located in Tallahassee, FL

Position Overview and Responsibilities:

Provide support as needed to sections within the division:

• Use the Integrated Retirement Information System (IRIS) to research and analyze information for members.
• Conduct research to locate payees or their family members using IRIS, the internet and other paid web services.
• Use templates as well as create original correspondence to reach out to the members, their family, and state agencies.
• Sort, proof, mail, and track documents sent via certified mail, as needed.
• Clock in, review, sort, and deliver daily incoming mail and faxes to appropriate sections or other priority handling, as needed.
• Clock in, review, sort and deliver returned mail to appropriate sections, as needed.
• Assemble and mail requested retiree forms, as needed.
• Take phone messages for all sections within the Bureau, as needed.

General administrative duties at the desk in the Blair Stone reception area:

• Greets visitors courteously and timely and determines reasons for visit.
• Signs visitors/vendors in and out and assigns visitor/vendor tags.  Maintains visitor/vendor logs.
• Logs member visit in appropriate software and updates member account information, as necessary. Assigns visit to appropriate area for assistance.
• Answers multi-line digital telephone system timely and courteously; transfers calls to appropriate area; accepts messages accurately and relays promptly.
• Trains receptionist personnel so that trained individuals perform applicable duties without assistance.
• In anticipated absence will schedule relief person.
• Provides Notary services to members.
• Keeps counseling rooms stocked with office supplies.
• Notify Office of Information Technology (OIT) about any computer or printer problems in counseling rooms.
• Notify Administrative Services of any reception area maintenance problems.
• Completes word processing assignments by agreed upon deadlines.
• Proofreads word processing assignments prior to submittal for typographical and grammatical errors. 
• Contacts proper receiver as soon as possible after accepting freight or other deliveries.
• Receives noncash payments from counselors and visitors for amounts due members’ accounts, logs in immediately, secures payments, and coordinates transfer of payments to Financial Management Services (FMS).
• Logs in checks in the Division’s Integrated Retirement Information System (IRIS) for members purchasing additional service credit.
• Routes directly billed invoices to the appropriate area of the Division for review and approval.
• Maintains the Blair Stone reception area procedures manual and updates applicable section as needed.
• Keep the counseling rooms stocked with supplies.
• Create lobby's digital signage.

Perform general administrative support duties:

• Maintain bureau calendar and schedule appointments and/or meetings for conference room.
• Plan and coordinate the bureau’s bulk mail deliveries and storage.
• Prepare and maintain complete and accurate bureau files and personnel records.
• Use various Microsoft Office applications to schedule meetings, prepare reports, charts, correspondences, and presentations.
• Assist bureau staff with preparing approved overnight delivery documents.
• Monitor and maintain an accurate inventory of supplies, including copier paper, printer toner cartridges, multiple styles of envelopes, plan brochures, and other mailing inserts.  Notify appropriate staff when stock is low and coordinate replenishing inventories.
• Provide scheduled and emergency relief (as needed) at the front desk reception.
• Routinely check bureau for safety issues and communicate to appropriate staff.
• Coordinate the maintenance, removal, and repair of equipment and furniture within the bureau.

Knowledge, Skills, and Abilities:

• Ability to use a personal computer proficiently.
• Knowledge of Microsoft office software (including Word, Excel, and Outlook). 
• Knowledge of basic arithmetic. 
• Ability to perform arithmetical calculations. 
• Knowledge of data collection methods. 
• Knowledge of office procedures and practices. 
• Knowledge of the principles and techniques of effective communication.
• Ability to communicate effectively. 
• Time management skills.
• Project planning skills.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to deal with the public in a tactful and courteous manner. 
• Ability to work independently. 
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments. 
• Ability to manage inventory of office supplies. 
• Ability to establish and maintain effective working relationships with others. Integrity,
• Communication, Respect, Excellence, Accountability, Teamwork, Empowerment.

Minimum Qualifications:

• High school diploma or equivalent and three years of secretarial or clerical work experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience. 
• Vocational/technical training in the areas of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.

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.”

Division of Retirement:

The mission of the Division of Retirement (division) is to deliver a high quality, innovative, and cost-effective retirement system. The division currently has 225 full-time retirement staff and manages a FY 2024-25 operating budget of $48,864,720. The division administers the Florida Retirement System (FRS) Pension Plan, currently the fourth largest state retirement system in the US with more than 2.7 million active, retired, and terminated vested and non-vested members and $187.2 billion in assets. The division pays out $12.9 billion a year in retiree benefits and maintains the service history, vesting and membership status records, and collects nearly $5.5 billion annually in employer and employee contributions from more than 1,000 employers for all FRS members. 

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.

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.