Florida Department of Education Division of Early Learning

Office of Financial Administration and Budget Location: Turlington

Position Title: Administrative Assistant III - CS Salary Range: $40,320.81-$51,000.00

ANTICIPATED VACANCY

CANDIDATES ARE TYPICALLY HIRED AT THE MINIMUM SALARY

This advertisement may be used to fill multiple vacancies up to six months.

APPLICATION INFORMATION & HIRING REQUIREMENTS

Application Information:

• Your Candidate Profile (application) must be complete in its entirety.
• Work History (in easy to review chronological order) Consists of:
  • Any position held by a State of Florida Agency
  • Any position held by a Florida University
  • All periods of employment from high school graduation
  • All periods of current or prior unemployment
  • Gaps 3 months or more must be accounted for*
  • Any Education
  • Any Volunteer Experience
  • Your resume and application must match
• *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.
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will be converted to your official application.
• Include supervisor names and phone numbers for reference checks or the contact information for your Human Resources office to verify current or former employment.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.

Hiring Information and Requirements:

• The Bureau of Personnel Management reviews every application for prior State of Florida and Florida University work history in the People First system.
• If claiming Veteran’s Preference, the candidate MUST attach supporting documentation such as the DD214 and your VA Letter that reflects level of disability if applicable. Applicable to career service positions only.
• If claiming Right to First Interview, the candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions. Applicable to career service positions only.

If you are missing any of the items above, your packet may be held up at the final review step.

NOTE: 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.

OFFICE CONTACT:

Emilie Willis, 850-245-0332

JOB DESCRIPTION:

This position performs advanced level work under the limited supervision of the Senior Management Analyst Supervisor providing administrative support and performing duties as the Travel Coordinator for the Division of Early Learning (DEL).

DUTIES & 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:

• Process comprehensive travel arrangements, hotels, cars, air flights, registrations, Authorization to Incur, Voucher for Reimbursement, on behalf of DEL Group & Conference Travel staff
• Prepares vouchers for reimbursements and submits into the State Travel Management System (STMS)
• Maintains documents of travel development and concepts and stays current on best practices and procedures of travel policies and guidelines
• Establishes and maintains DEL group and Conferences travel details
• Maintains communication with the traveler/team and supervisor regarding travel status and outcomes
• Approves and processes staff P-card charges in WORKS
• Processes Code Early Learning Coalition (ELC) and Restitution checks for deposit in the DOE Check Deposit System
• Processes allocation forms and mailout of check (FABS)
• Maintains office supplies including copy paper – FABS 9th floor
• Maintains conference room calendars
• Updates FABS-SharePoint Invoice Tracking log daily
• Obtain Warrants from DOE for mailouts
• Processes allocation forms for DMS-SunCom Invoices
• Provides other administrative support as assigned
• Records Management Liaison Officer
• Emergency Management Floor Warden for 9th floor
• Performs other duties as assigned

WHO WE’RE LOOKING FOR:

The ideal incumbent must be productive under tight timeframes, balance multiple and competing priorities, and maintain goal-directed behavior and performance sometimes under stressful conditions. The incumbent must interact courteously with others. The performance and behavior of all employees must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. Attendance is an essential function.

MINIMUM QUALIFICATIONS

• 2 years of related work experience, preferably in making travel arrangements and processing reimbursements including the state’s travel system (STMS), P-card system (WORKS), or experience in related fields.

PREFERRED QUALIFICATIONS:

Preferences will be given to applicants who have:

• Experience in coordinating and preparing group travel arrangements in STMS
• Experience in P-Card WORKS and assisting staff with purchasing using a P-Card

FLORIDA DEPARTMENT OF EDUATION 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

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

• State Group Insurance coverage options+

(health, life, dental, vision, and other supplemental option)

• Nine paid holidays and a Personal Holiday each year
• Student Loan Forgiveness Program (Eligibility required)
• Tuition Fee Waivers (Accepted by major Florida colleges/universities)

• Retirement plan options, including employer contributions (www.myfrs.com)

• • Annual and Sick Leave Benefits

• • Flexible Spending Accounts

• • Ongoing comprehensive training provided

• • Career Growth                                                           * Highly skilled, professional environment

*Maternity and Parental Leave Benefits

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

• We care about the success of our employees.
• We are always improving our technology, our tools, our customer’s experiences and ourselves.

• • We care about the success of our clients.
• A rewarding experience for reliable, compassionate and professional employees.