EXECUTIVE ASSISTANT I - SES - 43000135

Requisition No: 850350 

Agency: Financial Services

Working Title: EXECUTIVE ASSISTANT I - SES - 43000135

 Pay Plan: SES

Position Number: 43000135 

Salary:  $45,000.00 - $55,000.00 

Posting Closing Date: 04/10/2025 

Total Compensation Estimator Tool

***STATE PERSONNEL SYSTEM EMPLOYMENT OPPORTUNITY***

DIVISION: ADMINISTRATION

BUREAU: DIRECTOR’S OFFICE

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

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

Requirements:

• One (1) year of hands-on experience using MyFloridaMarketPlace (MFMP).
• Working knowledge of Ch. 119, Florida Statutes (Public Records Law).
• Three (3) years of experience using Microsoft applications (Word, Excel, Outlook, Visio).

Preferences:

• Working knowledge of Ch. 110, Florida Statutes (Personnel Rules).
• Two (2) or more years of hands-on experience using MFMP.
• More than three (3) years of using Microsoft applications (Work, Excel, Outlook, Visio).
• One (1) or more years of hand-on experience using Adobe Acrobat.

This position is designated as a position of special trust, as outlined in Chapter 110, Florida Statutes. A Level 2 background check, including fingerprinting, will be conducted on finalists for this vacancy.

This position is not eligible for telework.

The incumbent of this position is a member of the Department’s Disaster Response Team and, in that capacity, may be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts.

Starting salary range for this position is $45,000.00 to $55,000.00, depending on qualifications and experience.

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

This position requires a security background check, including fingerprint as a condition of employment. 

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.

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL

• Knowledge of the methods of data collection and analysis.
• Knowledge of basic management principles and practices.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work flow and other activities relating to the improvement of management practices.
• Ability to organize data into logical format for presentation in reports, documents and other written materials.
• Ability to conduct fact-finding research.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

BRIEF DESCRIPTION OF DUTIES:

Makes independent decisions requiring comprehensive knowledge of the Division’s programs, roles, and activities.  Provides assistance to Division Director, and the Division’s Bureau Chiefs, in areas of fiscal, human resources, purchasing, records management, reporting, facilities, and other major office functions. Serves as the Division’s coordinator in matters related to cost savings and makes recommendations to improve overall operational efficiency. Works independently performing a full range of assignments under limited supervision.

Serves as the Division’s Human Resource (HR) liaison, by processing Classification Action Request (CAR) forms, Appointment Requests, Request to Advertise, and all other requests sent to HR for reclassification, recruitment, and employee relations. Handles confidential matters pertaining to pay and promotion issues involving all Division staff. Maintains files for Division Director’s various and confidential correspondence. Assists the Director with the preparation of correspondence pertaining to disciplinary actions, and management responses to employee grievances and other related topics. Trains staff and assists in resolving issues relating to timesheets and performance evaluations within the People First System. Monitors changes in Division staff, including tracking arrival and departure of employees, preparing reports pertaining to staff changes (such as telephone listings and organizational charts), assignment of workplace location numbers, activation/deactivation of telephone and computer access for all Division staff.

Performs all activities associated with procurement/purchasing of Division’s general supplies and equipment, using MyFloridaMarketPlace as primary tool. Maintains inventory of Division equipment and supplies as needed, to ensure staff has resources to perform their duties. Also assists Division employees with travel and purchasing card needs.

Serves as the Public Records Coordinator for the entire Division. Inputs all Public Records Requests into the Department’s tracking application, and assists in the fulfillment of requests, in compliance with state public records laws (Chapter 119, Florida Statutes).

Maintains the Department’s Administrative Policies and Procedures (AP&Ps). Assists in the review, revision, routing for approval, and the distribution of final versions. Maintains approved and prior versions within Department hardcopy files and is responsible for upkeep of current version within the Department’s intranet.

Acts as Forms Management Coordinator for the Forms Management Program, assisting the Department’s Division/Offices with format design and usability of proposed new forms and revisions of existing forms, and maintains forms on the Department’s Intranet site.

Serves as the Division’s backup IRMAG, providing IT resolution to Division staff involving topics related to desktop support, software application, phone issues, network connectivity, and SharePoint/intranet pages. Assists with maintaining the Division’s site on the Intranet/Internet. Performs activities associated with the quarterly review of building security (Sonitrol) access for Division personnel.

Assists the Director in monitoring and tracking of legislation and maintaining legislative files. Assists with the completion and submission of Legislative Bill Analysis in Lobby Tools application.

Performs activities related to maintenance and destruction of records, in association with the Department’s Record Manager.

Serves as the Division liaison with building management and coordinates all matters involving maintenance or repair of Division office space.

Performs special assignments, research projects, and other related work as required.

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.