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ADMINISTRATIVE ASSISTANT I - 72003830

Date: Apr 5, 2021

Location: TALLAHASSEE, FL, US, 32399

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 346761 

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72003830

Position Number: 72003830 

Salary:  $26,479.44 

Posting Closing Date: 04/19/2021 

Administrative Assistant I
Division of Retirement/Local Retirement
State of Florida Department of Management Services
This position is located in Tallahassee

Applicants will be required to take a work sample

The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing the various business and workforce-related functions of state government. Under the direction of Governor Ron DeSantis and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, technology, private prisons, fleet, and federal property assistance programs utilized throughout Florida’s state government. DMS is relied upon to establish, maintain and improve the business processes used by state employees to create a better, not bigger government.  DMS facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce. It is against this backdrop that DMS strives to demonstrate its mission, “We serve those who serve Florida.”  DMS’ employees embody four pillars on a daily basis: lead by example, serve with excellence, create efficiencies, and challenge the status quo.

Position Responsibilities:

This is a highly responsible administrative position requiring a wide variety of knowledge, skills, and abilities. The position holder will perform administrative, secretarial and office manager duties for the Bureau staff, including, but not limited to: preparing correspondence; purchasing; maintaining personnel records; coordinating travel and staffing arrangements; answering telephone and mail duties; filing; and directing equipment and facilities maintenance.

In order to perform effectively, the staff assistant must have an understanding of the programs administered by the Bureau; these programs include the Local Retirement Systems Program and the Chapter 175/185 - Municipal Fire and Police Pension Programs. The staff assistant must be eligible to hold a P-Card and eligible to be a notary and be proficient in the following systems to perform all job duties: PC based Windows applications such as Word, Excel and Access; My Florida Market Place; and Flair.

Responsible for opening and date-stamping incoming mail, logging in, researching (via Microsoft Access, files, telephone), and distribution of actuarial valuations and impact statements to analyst(s) and accountants, as well as correspondence tracking system and status of reports regarding state acceptance.

Gathers information for all bureau purchases including proper codes which are required on purchase requisitions and purchase orders, such as state contract numbers, commodity numbers, FEID numbers, object codes, etc.  Enters all information in My Florida Market Place, which generates requisitions and purchase orders.

Composes, transcribes, and prepares correspondence in final form for the bureau staff. Contacts various agencies seeking data on retirement related activities for staff use. Maintains files for bureau staff for ready reference, such as legislative data, memoranda, administrative policies, and other important data.    

Provides support for local retirement staff related to data collection and entry for the additional actuarial disclosures required to be submitted in accordance with s. 112.664, F.S. (SB 534). Helps maintain the database of registered account holders (actuaries) who are authorized to submit SB 534 disclosures. Provides technical assistance to plan actuaries related to statutory requirements and data file submission.

Assists with personnel activities within the bureau to aid the bureau staff in their overall duties and responsibilities. Duties also include preparation of position descriptions and performance appraisals, as well as updating organization charts. Performs secretarial work for the staff of the Local Retirement Systems Section. Prepares a variety of correspondence by using Microsoft Word, typing from hard copy, Dictaphone, notes, or oral instruction and puts letters in final form. Keeps staff's appointments; makes travel arrangements; schedules training sessions for bureau staff.  Maintains calendar of events, advising staff members when necessary.

Assists bureau staff by screening phone calls, providing information or direction to appropriate individuals in the bureau for response, gathering information and answering routine questions for state and local agencies, and public. Maintains and updates mailing lists of actuaries, plan administrators, special districts, and school boards on Microsoft Windows applications, as well as creating and updating forms and reports.

General administrative duties supporting the activities of the Division, such as front desk assistance and other miscellaneous duties.

Knowledge, Skills, and Abilities:

Knowledge of standard business formats, styles of letters, office procedures and practices; ability to communicate effectively verbally and in writing; methods of data collection; ability to use personal computers and available software in a Windows environment including Word, Excel and Access; problem solving techniques; ability to transcribe notes; organize files and other records; compile and analyze data; perform basic arithmetical calculations; use correct grammar; spelling and punctuation; operate general office equipment; handle telephone calls in a courteous and effective manner; plan, organize and coordinate work assignments; establish and maintain effective working relationships with others; solve problems in an independent environment; use a typewriter, calculator, fax machine. Knowledge of state purchasing guidelines, Career Service rules and regulations, Local Retirement and Chapter 175/185 pension plans. Eligibility to hold a State P-Card, proficiency with My Florida Market Place and Flair. Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

Minimum Requirements:

  • A high school diploma or its equivalent and three years of secretarial or clerical work experience.
  • College education or vocational/technical training in a related field can substitute for each year of the required experience.

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.myflorida.com

DMS.Veterans@dms.myflorida.com
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.  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. 


Nearest Major Market: Tallahassee