ADMINISTRATIVE ASSISTANT II - 48000897

Requisition No: 846497 

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: 03/21/2025 

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The Division of Florida Colleges supports the Commissioner of Education and State Board of Education in implementing Florida Statutes and State Board of Education Rules with fidelity and in support of postsecondary student success.

Job Description

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

Duties and Responsibilities
(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

The Florida Department of Education (FDOE) has an open position that is responsible for executing the following functions.

• Assists the Executive Vice Chancellor (EVC) and the units under the supervision of the EVC with the following duties:
• Develop and properly maintain office files; answer the telephone and place calls; schedule meetings, maintain calendar, handle travel reservations and prepare travel reimbursement vouchers; prepare leave reports; handle correspondence; greet, announce, and route visitors.
• Perform 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. 
• Proofread all Division correspondence and publications for accuracy and content for the EVC and related units.
• Prepare correspondence for sending to internal and/or external clients.
• Respond to inquiries for information, which are covered by existing policies; maintain alphabetical and chronological files and records of office correspondence, documents, reports, and other material.
• Assemble and summarize information from files and documents in the office or from other available sources for professional staff to use on the basis of general instructions as needed. Gather information for various reports/presentations and prepare/format for dissemination using appropriate software including PowerPoint.
• Schedule meetings on behalf of the EVC; assist in planning for meetings and conferences, including space, time, and location; arrange for special materials and equipment.
• Research information for various projects.
• Perform other related duties as assigned.
• Attendance is an essential function of this position.
• 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.

Knowledge, Skills, and Abilities

• Communicating effectively with others verbally and in writing as indicated by the assignment and the needs of the audience.
• Knowledge of administrative and clerical procedures and systems.
• Knowledge of computer software applications including Microsoft Word, PowerPoint, and fundamental use of Excel.
• Researching and identifying essential information related to job duties.
• Reorganizing information to get a better approach to problems or tasks.

Minimum Qualifications

• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite: Word, Excel, PowerPoint and Outlook.
• Experience as an administrative assistant/secretary, performing office support and clerical functions.

Preferred Qualifications

• Knowledge of state government operations and principles.
• Experience in state government purchasing and state government travel preparation.

Educational Substitutions

• Completion of two semesters of college (regardless of number of credit hours) may substitute for experience as an administrative assistant/secretary.

APPLICATION INFORMATION & REQUIREMENTS

Candidate Profile (application) must be complete in its entirety. Your packet may be held up at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first:
  • Any and all State of Florida jobs
  • Any and all Florida University jobs
  • All periods of employment
  • Periods of unemployment
  • Gaps 3 months or more*
  • Education
  • Volunteer Experience
• Include supervisor names and phone numbers including current place of employment.
• *Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.  
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will convert to your official application.

• If claiming Veteran’s Preference, candidate MUST attach supporting documentation (DD214).
• If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.
• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

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

LEAVE INFORMATION: (CS)

• • Annual Leave - All full-time Career Service employees filling established positions earn annual leave in varying increments dependent upon years of creditable service. Employees with up to 5 years of creditable service earn 8.667 hours per month, with 5 to 10 years earn 10.833 hours per month and those with over 10 years of service earn 13 hours per month. Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.
  • Sick Leave -. Career Service employees earn 8.667 hours of sick leave credits per month

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. You will be required to provide your Social Security Number to conduct required verifications. No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department. Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation and may include local criminal records checks through local law enforcement agencies.

SPECIAL REQUIREMENTS 

You will be required to provide your Social Security Number to conduct required verifications.

Selective Services System (SSS)

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the Social Security website.

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.