EXECUTIVE ASSISTANT I - 71000033

Requisition No: 837827 

Agency: Department of Law Enforcement

Working Title: EXECUTIVE ASSISTANT I - 71000033

 Pay Plan: Career Service

Position Number: 71000033 

Salary:  $41,561.57 

Posting Closing Date: 09/23/2024 

Total Compensation Estimator Tool

EXECUTIVE ASSISTANT I

CRIMINAL JUSTICE INFORMATION SERVICES

DIRECTOR’S OFFICE

**Open-Competitive Opportunity**

POSITION SUMMARY:

This position is in the Director’s Office of the Criminal Justice Information Services Division, reporting to the Criminal Justice Information Services Director and Deputy Director. This is a full-time position that performs a variety of tasks involving organization and coordination of activities in the Director’s Office, which also involves the four bureaus and three specialized entities in the Division. The position also requires excellent facilitation and customer service skills.

DUTIES & RESPONSIBILITIES:

Specific duties include:

• Serving as personal and confidential assistant to the Director and Deputy Director;
• Assisting with preparing reports, presentations, and responses to include typing information, making edits and formatting documents for final submission;
• Continually monitoring projects and assignments to ensure proper and timely follow-up and completion by assigned staff. Responsible for coordination, verification, and timely submission of monthly/quarterly reports of office activities;

• Maintaining the Director’s Office share drive and email distribution lists;
• Coordinating and reviewing all quarterly line inspection reports and consulting with the division office safety coordinator to address problems/concerns;
• Planning, initiating, and coordinating a variety of complex administrative activities to ensure that the Division’s policies, procedures, and functions, are thoroughly adhered to according to standards set by the Director and Deputy Director;
• Assisting the Director and Deputy Director in researching materials, preparing various reports, drafting correspondence, and in the preparation of materials for PowerPoint slides in connection with presentations to and for the Commissioner and/or Executive Policy Board and other entities as necessary;
• Reviewing, assisting, and tracking travel vouchers and reimbursements for the Director’s Office, CJIS Council members, symposium speakers, and CJIS members to ensure compliance with all departmental and state rules and regulations;
• Providing back-up fingerprinting services to the public as requested or in the absence of assigned staff;
• Maintaining a thorough knowledge of Department programs and services to assist customers in resolving problems or responding to requests for assistance, and routing those requests to the appropriate areas or individuals; and
• Scheduling various meetings and conference calls for the Director and Deputy Director including time, location, and availability.  Informing participants of topics to be discussed and providing them with background information. Preparing agendas, information booklets, reports, questionnaires, and other work materials.

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of standard business formats and styles for letters and business forms.;
• Knowledge of office procedures;
• Knowledge of correct spelling, punctuation, and grammar use;
• Knowledge of basic arithmetic;
• Knowledge of filing practices;         
• Knowledge of the techniques for handling telephone calls in a courteous and efficient manner;     
• Knowledge of Business Support policies regarding applicable processes;
• Ability to independently carry out minor administrative functions and general office duties;
• 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 plan, organize and coordinate work assignments;
• Ability to effectively communicate;
• Ability to establish and maintain effective working relationships with others; and
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.

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.

BASE SALARY:

• $ 41,561.57

HOW YOU WILL GROW

FDLE recognizes the importance of growth and success while fostering a family-oriented work environment. We encourage our members to seek opportunities for professional growth through training, team building, and mentoring. Our four Fundamental Values of Service, Integrity, Respect and Quality will guide you as you embark on a lifelong career at FDLE.

OUR SALARY & BENEFITS:

Starting salary will be the minimum of the class pay range, unless otherwise dictated by FDLE’s pay policy. FDLE is a State of Florida Employer and offers a comprehensive benefits package, including:

• State of Florida Tuition Waiver Program;
• Paid holidays, vacation and sick leave;
• HMO and PPO health insurance options with premiums starting as low as $50 per month;
• $25,000 in automatic life insurance coverage;
• Multiple supplemental insurance options including: dental, vision, disability and more;
• Paid maternity leave and parental leave following the birth or adoption of a child;
• Pension and investment retirement plan options; and
• Tax deferred medical and child care reimbursement accounts.

ABOUT OUR AGENCY:

The Florida Department of Law Enforcement (FDLE) employs more than 1,900 members statewide – either at headquarters in Tallahassee or in one of seven regional operations centers (ROCs). Our mission is to promote public safety and strengthen domestic security. Click here for additional information about FDLE.

HIRING PROCESS:

You will be evaluated for this job based on your previous knowledge and experience. Additional reviews may be performed to screen for preferred qualifications, experience and education. Your qualifications will be based on knowledge, skills, and abilities and other elements relevant to this position supported by the information in your application. Qualifying questions will only be credited if verifiable by the information provided on your application including specifically required software/computer skills. You may be contacted to participate in a selection process which may consist of written exercises, work samples, skills tests, interviews, drug screen and fingerprinting.  You may be notified by email to participate in a selection process. Failure to reply within a designated timeframe may exclude you from further consideration. Future vacancies may be filled from this position advertisement.

BACKGROUND:

FDLE requires an extensive background process of all recommended applicants. The elements of a background include: financial credit check, criminal history of applicant and applicant’s immediate family or roommates, personal references, employment and education verifications (which includes official transcript(s)), drug screen and fingerprinting.  This information will be utilized to make the final hiring decision.

NOTES:

Preference will be given to current FDLE members who have satisfactorily completed at least six months of the probationary period for their current position.

REMINDERS:

1. Male applicants born on or after October 1, 1962, 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: http://www.sss.gov.
2. 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 cancelled, suspended, or deemed ineligible depending upon the date of your retirement. 

The State of Florida hires only U.S. citizens and lawfully authorized alien workers.

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.