DOS - Executive Assistant I - SES - 45000213

Requisition No: 872339 

Agency: Department of State

Working Title: DOS - Executive Assistant I - SES - 45000213

 Pay Plan: SES

Position Number: 45000213 

Salary:  $42,561.57 

Posting Closing Date: 03/25/2026 

Total Compensation Estimator Tool

                                                                          Department of State Executive Assistant I

                                                                                          Division of Administrative Services

Open Competitive

Minimum Qualifications:

• High school diploma or equivalent and at least 4 years of administrative experience. 
• Experience organizing and maintaining files.
• Experience scheduling meetings, conference calls, preparing agendas and meeting materials.
• Experience using MS Word, Excel, PowerPoint, and Outlook.

Other Required Knowledge/Skills/Abilities:

• Knowledge and ability to apply state personnel rules and regulations.
• Ability to understand state protocol for document preparation, such as Position Descriptions and manuals.
• Ability to use word processing and spreadsheets.
• Skilled in the use of Adobe products, such as Acrobat Professional.

Special Note:

Responses to qualifying questions must be clearly supported in your employment history.

Duties and Responsibilities:

Reports to the Chief Operating Officer (COO) of the Department, serving as support to the Division of Administration’s (DAS) management team.  

Coordinates the overall administrative and clerical functions of the DAS to include, but not limited to: recordkeeping; preparing, composing, routing and tracking all correspondence (letters, personnel actions such as Personnel Action Requests (PARs) and Requests to Advertise (RTAs) for key division job vacancies, memoranda, administrative paperwork, forms, legislative requests to also include bill analysis); scheduling of meetings for the COO and DAS Management Team; maintains the Division’s conference room scheduling;  provides assistance to individuals contacting the Division’s office via phone or email; maintains the Division’s phone list. 

Processes travel requests and other administrative paperwork; responsible for processing all Ariba On Demand purchase requisitions for the Division’s printers, responsible for tracking, ordering, and recycling all DAS toner; organizing, maintaining and updating hard copy and electronic files as needed, prints the Department’s WEX (fuel cards) for employees as needed; conducts routine clerical functions such as routing incoming mail, handling outgoing correspondence, maintains  office supplies and supply room for the Division; maintains calendars and makes meeting or travel arrangements; reserves and coordinates events for the Department of State's auditorium (Heritage Hall), serves as liaison with other divisions as needed for operational activities and provides support to the Office of the Secretary for phone coverage when needed. 

Serves as a Safety Officer for the Division; maintains the Divisions’ COOP phone tree; assists with special projects and performs other work-related duties as may be required.

Knowledge/Skills/Abilities:

• Knowledge of and ability to apply state travel and personnel rules and regulations.
• Skilled in the use of Adobe products, such as Design and Acrobat Professional.
• Skilled in the use of Adobe products, such as Design and Acrobat Professional.
• Ability to independently communicate both verbally and in writing.
• Proficiency using Microsoft Word, Excel, PowerPoint, and Access.

CRIMINAL BACKGROUND CHECKS:  A Level 2 criminal background check is a condition of employment.  If selected for this position, you must provide your fingerprints.  We will send your fingerprints to the Florida Department of Law Enforcement and the Federal Bureau of Investigation for a criminal background check.

IMPORTANT NOTICES:

We are committed to enhancing our workforce through the employment of Veterans, individuals with disabilities and seek qualified candidates with diverse backgrounds, abilities, skills, and talents to join our workforce.

Male applicants born on or after January 1, 1960, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: https://www.sss.gov

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.