ADMINISTRATIVE ASSISTANT II - 48003737

Requisition No: 841323 

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT II - 48003737

 Pay Plan: Career Service

Position Number: 48003737 

Salary:  $33,760.00 

Posting Closing Date: 11/26/2024 

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Florida Department of Education

Division of Technology and Innovation

Location: Turlington Building - Tallahassee

Administrative Assistant II

Starting pay at: $33,760.00, at the pay grade minimum. 

"Employment is contingent upon successful completion of a level 2 background screening pursuant to Chapter 435, Florida Statutes."

Florida Department of Education Mission Statement 

Every day the Department of Education works hand in hand with parents, teachers, educators, and community members to improve Florida's education system for students of all backgrounds and abilities. Our site reflects this cooperative relationship and the role that so many Floridians play in ensuring student success.

The FDOE’s mission for Florida’s Early Learning-20 education system is to increase the proficiency of all students within one seamless, efficient system, by allowing them the opportunity to expand their knowledge and skills through learning opportunities and research valued by students, parents, and communities.

Serving approximately 3 million students, 4,400 public schools, 28 colleges, 200,000 instructional staff, 46,000 college professors and administrators, and 340,000 full-time staff throughout the state, FDOE enhances programs and services for Florida’s students from early learning through college and career development. In addition, FDOE manages programs that assist individuals who are blind, visually-impaired, or disabled succeed either in school settings or careers - encouraging independence and self-sufficiency.

FDOE’s goal is to hire individuals to provide:

1. Higher Student Achievement
2. Seamless Articulation and Maximum Access
3. Skilled Workforce and Economic Development
4. Quality Services

Florida Department of Education 

Description: 

In this position, the Administrative Assistant II will be responsible for scheduling appointments for the divisions new hire intake, filing, scanning, and making copies as requested, tracking incoming and outgoing documents for the Deputy Commissioner's Office; maintaining of office supplies for the Deputy Commissioner's Office, assist with composing letters, emails, and other correspondences as requested, and any additional administrative duties. 

This position works in a fast-paced environment with shifting priorities. You will be expected to manage multiple tasks and prioritize effectively in this environment. 

Duties and Responsibilities:

This position performs administrative duties within the Division of Technology and Innovation including but not limited to the following:

• Communicates administrative and clerical policies and procedures. 

• Reports to and assists the Operations and Management Consultant Manager in all areas as needed. 

• Assists in scheduling appointments for new hire intakes. 

• Performs incidental typing for accuracy, completeness, and for compliance with established standards and policies.

• Receives, sorts, and distributes incoming and outgoing mail.

• Files general office material and perform other routine office duties. 

• Ensures compliance with state statue regarding the preparation and processing of travel. 

• Proofs and edits correspondence, and edits reports for publication. 

• Assists management staff with audit preparations. 

• Answer the Division mainline and assists other support staff within the division as needed with telephone coverage. 

• Provide direct support to division office staff which includes all secretarial support activities related to the travel itineraries, and other records and forms. 

• Assists with IT inventory and services as a property custodian. 

• Assists division staff with Paperless Communications. 

• Maintains division office supplies including MFMP procurement. 

The employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions.  Attendance is an essential function of this position.

Employee is expected to demonstrate, model, and reinforce the agency’s fundamental values of quality, fairness, cooperation, respect, commitment, excellence, honesty, and teamwork. 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.

Employee is expected to demonstrate knowledge, skills and ability to prepare, provide, and disseminate quality products representative of the Department’s commitment to quality, efficient services, and practices.

Perform other duties as required or assigned.

Knowledge, Skills, and Abilities: 

Knowledge of principles and techniques of effective verbal and written communication. 

Proficiency in using computer applications including Microsoft Word, Excel, and Outlook. 

Ability to communicate effectively, both verbally and in writing. 

Ability to work independently and with others as a team.

Ability to establish and maintain effective working relationships with others. 

Ability to plan, organize and coordinate work activities. 

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 from high school graduation
  • 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.

BENEFITS:

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

Leave Information: 

•  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.

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

Note: 

"Employment is contingent upon successful completion of a level 2 background screening pursuant to Chapter 435, Florida Statutes."

It is the policy of the Department of Education to give preference to eligible veterans and the spouses of veterans in appointment and retention in positions of public employment. 

Background Screening Requirements:

It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. 

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening. 

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 checked through the Florida Department of Law Enforcement, and federal criminal records checked through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies. 

Applicants requiring an accommodation, as defined by the Americans with Disabilities Act, must notify the Department's designated hiring authority and/or the People First Service Center (877-562-7287).

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 SSS website: http://www.sss.gov.

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.