ADMINISTRATIVE ASSISTANT II-SES - 43000294

Requisition No: 881054 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II-SES - 43000294

 Pay Plan: SES

Position Number: 43000294 

Salary:  $50,000.00 - $55,000.00 

Posting Closing Date: 08/21/2026 

Total Compensation Estimator Tool

**STATE PERSONNEL SYSTEM EMPLOYMENT OPPORTUNITY**

CLASS TITLE: ADMINISTRATIVE ASSISTANT II - SES

DIVISION: TREASURY

BUREAU: OFFICE OF THE DIRECTOR

CITY: TALLAHASSEE

COUNTY: LEON

This is an employment opportunity for current employees within the State Personnel System.

Requirements:

• Two (2) years of experience as an Administrative Assistant, or Administrative Secretary. A post-secondary degree from an accredited college or university may be used as an alternative for the years of experience on a year-for-year basis.
• Proficient in Microsoft Word, Excel, and Outlook. 
• One (1) year working experience of My Florida Market Place (MFMP).
• One (1) year working experience of State of Florida P-Cards.

Preferences:

• Working experience with FLAIR and WORKS. 
• Experienced in preparing travel arrangements, authorizations and reimbursements using STMS. 
• A bachelor's degree from an accredited college or university.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Ability to use correct spelling, punctuation and grammar.
• Ability to type letters, memoranda and other standard business forms in correct format.
• Ability to operate general office equipment.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to work independently.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to plan, organize and coordinate work assignments.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to MFMP and P-Card’s.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to exercise own discretion and independent judgement regarding matters of significance. Ability to train administrative assistant staff in the policies and procedures relating to purchasing.

Special Notes:

The hiring range for this position is $50,000.00 - $55,000.00.

Employees of the Department of Financial Services are paid on a monthly pay cycle. 

This position is not eligible for teleworking. Applicants will be required to work in the Tallahassee Office located at 1801 Hermitage Blvd. The work hours are 8:00 a.m. - 5:00 p.m.

Interview will consist of: Oral interview questions 

All responses to the qualifying questions for this job advertisement must be verifiable in your State of Florida employment application.

Candidate Profile (application) must be completed in its entirety. Please read below:

• It is unacceptable to use the statement “See Resume”.
• Please include the names and phone numbers for the supervisor(s) and/or Human Resource Department for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills, and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. 
• Each field (address, city, and state, dates, phone numbers, etc.) should be completed. 
• Experience and/or degree requirements must be met at the time of application submission to be considered.
• Upon the selection of the top candidate, a current supervisory reference contact will be required.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

BRIEF DESCRIPTION OF DUTIES:

Coordinates all purchases processed through My Florida Market Place (MFMP) system and FLAIR.  Ensures all are done properly and in a timely matter.  Trains and coordinates Division’s administrative assistant staff regarding purchase requisitions going through MFMP.  This position assists/trains the Bureau Chiefs as well.  Coordinates and reviews all purchase requests for accuracy and procurement practices as defined in F.S. Chapter 287, F.A.C., Rule 60-1.  Receives all invoices/receipts and processes them, check Flair daily for purchases, functions as assistant to the Bureau of Collateral Management as a Requester in MFMP, makes sure all renewals are submitted on time for the new fiscal year and that all invoices that come in for payment are approved by all parties including the Division Director, submitted to accounting for payment and tracts submitted invoices making sure they are paid on time.  Ensures that all of the Division copiers contracts are renewed, updated and functional in each area.  Interprets rules, regulations and policies and procedures as it pertains to purchasing and is responsible for communicating properly to appropriate staff.  Processes travel through Flair.  Processes blanket Purchase Orders through the MFMP system.  Verifies that all Purchase Orders are received and processed on time. 

Building Management IMPAK System and Building Access (badges).

• Liaison between Division staff and Building Management staff.
• Enters all Tenant Service Requests for the Division into Building Management IMPAK System to report building issues including issues with: HVAC, housekeeping, maintenance or other building issues.
• Handles all requests for building access.  Responsible for notifying the Building Management Office   through the IMPAK System of all new employees and the removal of departing employees. 
• Quarterly Building Access Report - Responsible for reviewing and identifying any errors.
• Complaints – These are to be handled using own discretion and independent judgement by determining if the complaint needs to be addressed by the Division Director and/or Building Management.

Responsible for preparing all new P-Card Profiles for new P-Card users as  needed.  Coordinates and prepares the monthly P- Card Accounting Monthly Report for the Sr. Management Analyst I’s approval, processes P- Card payments through Flair.  Processes all division travel authorization requests as it pertains to P-Card purchases. Make sure all purchases are within the guidelines.

Coordinates daily administrative tasks and/or assignments within the Division office and the Bureaus.  Answers all incoming calls received and route them to the appropriate staff member.  Processes a variety of correspondence including confidential and privileged personnel-related matters and maintains personnel files.  Places supply orders for Director’s Office, Investment Section and Bureau of Collateral Management.  Processes incoming mail and routes mail appropriately.  Also prepares overnight mailings as needed.   Maintains files, receives incoming mail and prepares a variety of correspondence, prepares and handles privileged and confidential personnel actions. Maintain confidential files on all division personnel.

Serves as the Division’s Internal Travel Agent thus given the authority to purchase airline tickets etc. for other division employees as needed.  Also handles all aspects of Division Director, Investment Section and the Bureau Chief of Collateral Management’s travel: schedules and arranges travel itinerary, prepares travel authorizations and reimbursements.

Serves as division’s contact person for all inquiries received through the division website.  Receives inquiries related to Florida State government, research and forwards inquires to appropriate staff and/or prepares response to the inquiring party.  Serves as the central location for request for state warrant that are sent through division website.  Forwards requests to the appropriate staff in the Bureau of Funds Management/Operations Section.

Other work assignments:

• Serve as Public Records backup for the Division’s Public Records Coordinator as needed.
• Responsible for the payment of phone charges, air cards and 800 service billings received from DMS.
• Updates Treasury Employee Phone List for all division staff use.  Distributes as needed which include administrative staff at the State Board of Administration and Hermitage Building Management Office.
• Coordinates Director’s and Collateral Management’s conference room scheduling.
• Serves as backup for Administrative Assistant II (position # 43000342) in the Bureau of Funds Management as needed. Including taking minutes and/or work notes for Investment Section/Committee.
• Serves as backup for Senior Management Analyst I as needed.
• Performs related duties as requested.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

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.