ADMINISTRATIVE ASSISTANT II - 48000897

Requisition No: 828407 

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT II - 48000897

 Pay Plan: Career Service

Position Number: 48000897 

Salary:  $32,760- $45,000 

Posting Closing Date: 09/30/2024 

Total Compensation Estimator Tool

Under the direct supervision of the Executive Vice Chancellor, the person in this position assists in facilitating the operation of the Office.

• The employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions. 
• The employee must interact courteously with others.
• The employee’s performance and behavior must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit.

Duties Include

• Performs complex executive secretarial, clerical, and administrative duties by planning, initiating, and completing assigned tasks including occasional coverage of meetings and conferences, recording, transcribing, typing and disseminating materials. 
• Assists the Associate Vice Chancellor and units reporting to the Executive Vice Chancellor in the development and proper maintenance of office files; answers the telephone and places calls; schedules meetings, maintains calendar, handles travel reservations and prepares travel reimbursement vouchers; prepares leave reports; handles correspondence; greets, announces, and routes visitors.
• Acts as liaison and coordinator of agency public records requests related to Division of Florida Colleges.
• Proofreads all Division correspondence and publications for accuracy and content as it relates to the Executive Vice Chancellor's units.
• Responds to inquiries for information, which are covered by existing policies; maintains alphabetical and chronological files and records of office correspondence, documents, reports, and other material.
• Assembles and summarizes information from files and documents in the office or from other available sources for professional staff to use on the basis of general instruction as needed. Gathers information for various reports/presentations and prepares/formats for dissemination using appropriate software including PowerPoint.
• Schedules meetings on behalf of the Executive Vice Chancellor; assists in planning for conferences including space, time, and location.  Provides information related to topics of discussion as necessary.  Arranges for special materials including equipment.
• Researches information for various projects. Prepares correspondence for sending to internal and/or external clients.
• Performs other related duties as assigned.
• Attendance is an essential function of this position.

Knowledge, Skills, and Abilities

• Communicating effectively with others verbally and in writing as indicated by the needs of the audience and requirements of the agency.
• Knowledge of administrative and clerical procedures and systems.
• Organization skills and ability to follow procedures, guidelines and policies.
• Adjusting actions in relation to others' actions; reorganizing information to get a better approach to problems or tasks.
• Researching and identifying essential information.
• Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Knowledge of computer software including applications.

Minimum Qualifications

• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite: Word, Outlook, PowerPoint, basic knowledge of Excel.

Preferred Qualifications

• Knowledge of state government operations and principles.
• Experience in state government purchasing and state government travel preparation.
• Prior experience as an administrative assistant/secretary, performing office support and clerical functions.

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.