ADMINISTRATIVE ASSISTANT II - 37011055

Requisition No: 860853 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT II - 37011055

 Pay Plan: Career Service

Position Number: 37011055 

Salary:  $ 3,237.71 Monthly 

Posting Closing Date: 10/01/2025 

Total Compensation Estimator Tool

Administrative Assistant II

State of Florida

Department of Environmental Protection

This position is located in Tallahassee, FL

Position Overview and Responsibilities:

This is an intermediate level position within the Division of Environmental Assessment and Restoration and is responsible for assisting with administrative tasks and assignments for staff in the Water Quality Evaluation & TMDL Program. The position requires limited supervision and has some independent planning and establishment of administrative objectives and priorities.

Duties include but are not limited to file management of various technical documents and correspondence, review comments, forms, and final drafts. The position is responsible for assisting staff in the program with processing travel and travel vouchers, obtaining and using a State Purchasing Card, clearing charges in WORKS, purchase orders through MyFloridaMarketPlace/Ariba on Demand, processing invoices, uploading documents into OCULUS, obtaining a WEX fuel pin, and personnel documents and activities (as needed). This position ensures all applicable forms required by the Department for travel, purchasing, and other administrative tasks are properly completed and submitted in a timely manner and follows up with actions as needed within the Program. Works with the Division budget coordinator, Program Administrator, and Section Administrators to reconcile expenditures and resolve purchasing related issues. Make copies of technical reports and distributes by mail or electronically as needed. Maintains and orders section office supplies, copier materials and other materials necessary for the Program to perform its duties. Maintains/renews annual contracts/purchase orders for software and printers, and any communications with contractor for printer equipment.

Organizes and maintains the program’s filing system (includes files located in the file room and electronic files on the Division’s internal network and through Microsoft SharePoint), creates and maintains document filing standard operating procedures (SOP), sets up new files, ensures accuracy of filing data, maintains a tracking system, and ensures compliance of SOP. Assists staff in retrieving and researching applicable files related to public records requests. Coordinates the SOP with the applicable records retention schedules. Arranges for storage and retrieval of files from State storage facilities.

Prepares and distributes support materials, responds to requests for draft rule copies and associated information, maintains files, and submits public hearing and meeting notices for publication in local newspapers and the Florida Administrative Register. Assists Program Attorney and staff with tracking rulemaking packages through the process; helps implement the TMDL rulemaking checklists.

Responsible for answering and routing phone calls, this includes recording messages and answering internal and external caller questions which may involve routine section matters. Provides technical assistance to the public including responding to requests for public materials.

Assists in Division coordinated projects requiring section expertise and other duties as assigned by supervisor. May assist with coordinating personnel activities with the Division Director Office’s Human Resource Representative, including the distribution of routine personnel-related information received from the Division Office to managers and employees.

Performs other duties as required.

Required Knowledge, Skills, and Abilities: 

• Knowledge of office procedures and practices.
• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of general accounting and budgeting principals and arithmetic.
• Skilled in using computers and software for word processing, data bases, and spreadsheets.
• Ability to organize and maintain files and other records.
• Ability to prepare correspondence and reports.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to follow written/verbal instructions, especially when dealing with the public.
• Ability to review data for accuracy and completeness.
• Ability to plan, organize, and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to communicate clearly, orally and in writing.
• Knowledge of the Florida Purchasing Card Program.
• Knowledge of My Florida Market Place.
• Ability to maintain confidentiality.
• Ability and skills at multitasking.
• Skilled in the use of Microsoft Office Suite software.

Minimum Qualifications:

• At least two years of verifiable, related experience in administrative office support, clerical, or budget related functions. Post-secondary degrees from an accredited college or university may be used as an alternative for the required two years of experience on a year-for-year basis.  A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
• Valid Driver’s License.

Position of Special Trust Requirement:

This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position.

Pay: 

$ 3,237.71 Monthly

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

Where You Will Work:  

The work location of this position is the Bob Martinez Center located at 2600 Blair Stone Road in Tallahassee (Leon County), Florida. Tallahassee, Florida’s Capital City, lined with rolling hills, oak trees, and canopied roads combine old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career.

The Benefits of Working for the State of Florida:   

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);
• Flexible Spending Accounts;
• Tuition waivers;

• Total Compensation Estimator Tool

• And more!

For a more complete list of benefits, visit www.mybenefits.myflorida.com

Special Notes:

DEP 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 recruiter for guidance and answers to questions through the following email addresses:

HR_VeteransPreference@dep.state.fl.us

HR_Recruitment@FloridaDEP.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 DEP Human Resources (HR) Office at (850) 245-2511. DEP requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

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.