EXECUTIVE ASSISTANT I

Requisition No: 886416 

Agency: Department of Corrections

Working Title: EXECUTIVE ASSISTANT I

 Pay Plan: Career Service

Position Number: 70004047 

Salary:  $48,410.18-$53,560.00 Annual Range 

Posting Closing Date: 11/04/2026 

Total Compensation Estimator Tool

FLORIDA DEPARTMENT OF CORRECTIONS

We Never Walk Alone

ADVERTISING TITLE: EXECUTIVE ASSISTANT I

This Open Competitive advertisement is for a Career Service position located at Central Office in the Office of the Secretary, Communications/Public Affairs.

The purpose of this position is to manage and coordinate complex administrative, secretarial, and managerial functions for the Offices of Communications and Legislative Affairs, ensuring efficient office operations, supporting directors, handling special projects, and maintaining a positive organizational image.

This position is not a telework position and is required to report to the FDC office in the area it serves.

JOB DUTIES:

• Located within the Office of the Secretary, the incumbent will serve as an office manager for the Offices of Communications and Legislative Affairs, reporting directly to the Communications Director. The incumbent will perform a variety of complex secretarial, administrative, and overall managerial duties.
• Maintains the Public Affairs and Legislative Affairs Directors calendar. This involves independent screening of requests, scheduling and rescheduling of appointments and meetings, ensuring that both are on time and prepared for meetings, and notifying other participants as to time, place and subject of meetings. Answers phones and screens incoming calls and assists the Secretary’s Office Executive Staff. 
• Assists the Public Affairs and Legislative Affairs Directors of the Department of Corrections in the coordination of travel, speaking engagements and related commitments.
• Reviews and evaluates all proposed and revised procedures to identify potential problems or concerns with current procedures. Provides directions for specific language for the procedure process to include procedural, grammatical, structural, and substantive changes, and analyzes the completed review process prior to final submission.
• Serves as the Office Manager. Coordinates assignments to other support staff. Establishes and maintains suspense files on assignments received from the Offices of Public Affairs and Legislative Affairs. Responsible for administrative and purchasing activities for staff, and office equipment and supplies. Organizes and maintains inventory and assist in audits. Develops and maintains records management systems and office supplies. Performs review of invoices for maintenance and services.
• Responsible for special assignments and projects requiring research, writing and coordination with offices within the agency.  Responsible for requesting, compiling, and analyzing data for special reports, i.e., cost savings and efficiencies, etc. Accepts special projects assigned and prepares the necessary materials to ensure the resolution of the issue.
• Collects and analyzes statistical data on selected topics. Responsible for identifying any pertinent trends, responsible for recommending an approach to address the issue, and responsible for monitoring to ensure successful resolution.
• Monitors selected topics, identifies areas of concern, suggests corrective action, and assists in carrying out that corrective action.
• Reviews correspondence and other inquiries, conducts research as required and prepares response/position. Assists in preparing and maintaining briefing materials to be used for PR purposes in addressing unusual events occurring within the Department.
• Assists in establishing standards for the Department and monitoring adherence to those standards.
• Keeps mailing lists up to date, to include media lists, staff distribution list or others as assigned.
• Circulates and routes documents throughout the agency requiring multi-level approvals.
• Receives and handles all incoming mail and packages to the Offices of Communications, Legislative Affairs, and the Office of the Secretary.
• Assists in coordinating and preparing for staff meetings.
• Tracks subscription services and informs of expirations/renewals needed.
• Provides backup coverage specifically to reception and the citizen services team.
• Cultivates a positive organizational public image regarding all assigned duties and responsibilities.
• Establishes, maintains, and manages a comprehensive system of office files which provide ready access to required documents, either in hard copy or electronic files.
• Drafts correspondence, written materials, and letters as requested.
• Assists with special events, both internal and external.

BENEFITS:

• Paid vacation, sick leave, and holidays.
• Comprehensive health insurance and life insurance with accidental death and dismemberment benefits.
• Supplemental Dental, Vision, Life, Disability and Hospitalization insurance.
• Tuition-Free college courses.
• Retirement Plans with the Florida Retirement System:

• • Pension Plan (Traditional Retirement Pension Plan)
  • Investment Plan (401(K)-Type Retirement Plan)
  • Deferred Retirement Option Program (Drop)
  • Deferred Compensation
  • Recently Retired? Beginning July 1, 2024, there is no longer a reemployment limitation; beginning with the 7th calendar month from the member's distribution date, there are no restrictions on working for an FRS employer. You will not be required to repay any prior distributions, and you may continue receiving distributions from the Investment Plan or Pension Plan without interruption.

REQUIREMENTS:

Please note, when submitting a college/university degree, if selected for this position official transcripts will be required.

• • Must have ability to work independently.
  • Must have ability to understand and apply applicable rules, regulations, policies, and procedures relating to operational and management analysis activities.
  • Must have ability to plan, organize, and coordinate work assignments.
  • Must have ability to communicate effectively.
  • Must have ability to establish and maintain effective working relationships with others.

Support of knowledge, skills, and abilities should be demonstrated on the application, in the education, in the work experience, in the work sample, in the interview and/or during reference checks.

ADDITIONAL INFORMATION:

BACKGROUND SCREENING REQUIREMENT

The Florida Department of Corrections requires all job applicants and volunteers to pass a Level 2 background check as per Chapter 435, Florida Statutes. This check must be completed before they can start working or volunteering.

EMPLOYMENT ELIGIBILITY

The Florida Department of Corrections (FDC) only hires U.S. citizens and those authorized to work in the U.S. FDC uses E-Verify to confirm an employee’s eligibility to work after completing the I-9 form.

The Florida Department of Corrections does not currently support H-1B Visa Sponsorship. 

For online application issues, call the People First Service Center at 1-877-562-7287. Applications will be accepted until 11:59 PM EST on the closing date.

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.