EXECUTIVE ASSISTANT II - SES - 48004004

Requisition No: 874660 

Agency: Department of Education

Working Title: EXECUTIVE ASSISTANT II - SES - 48004004

 Pay Plan: SES

Position Number: 48004004 

Salary:  $53,917.08-$59,308.86 

Posting Closing Date: 05/25/2026 

Total Compensation Estimator Tool

DIVISION OF VOCATIONAL REHABILITATION
LOCATION:  TALLAHASSEE
POSITION TITLE: EXECUTIVE ASSISTANT ll-SES

Position Number: 48004004

Salary Range: $53,917.08-$59,308.86

Vocational   Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job. VR is committed to helping   people with disabilities find meaningful careers.  Our Mission is   "to help people with disabilities find and maintain employment and   enhance their independence." Our Vision is "to become the first   place people with disabilities turn when seeking employment and a top   resource for employers in need of qualified employees."

This Advertisement may be used to fill current and future vacancies for up to 6 months

This is a supervisory position responsible for independently performing highly advanced-level work assisting the Division Director in the coordination of administrative tasks and/or assignments, which are complex in nature and very broad in objective with integration of diverse functions.  Provides support to the division and senior leadership teams.  Supervises administrative staff responsible for purchasing, travel preparation, and public records requests.  Maintains open and frequent communication with the Division Director, keeping him/her apprised of important division and department issues.

“This position spends the majority of their time communicating with, motivating, training, and evaluating employees, and planning and directing employees’ work, and has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action, including all employees serving as supervisors, administrators, and directors in accordance with Section 110.205(2)(w), Florida Statutes.”

Communicates with direct reports providing guidance and motivation and ensures staff are properly trained.   Directs the work of staff to ensure work is accurate and completed in a timely manner and provides feedback as needed.  Performs coaching and discipline actions when needed.  Completes performance appraisals and develops work plans.  Responsible for approving timesheets, maintaining monthly attendance and leave records for each direct report.  Responsible for hiring recommendations and onboarding activities.

Serves as the Division's CorrFlow liaison and ensures that all assignments received through the CorrFlow system are responded to appropriately, professionally, and timely.

Reviews and processes a variety of correspondence, investigates subject matter, and prepares appropriate replies.

Serves as liaison for the Division Director on inter and intra office matters related to correspondence and assignments, including written and verbal communication with public officials, other government agencies, and the public.  In the Division Director's absence, assures all correspondence, telephone calls, employee concerns, et cetera, directed to the Executive Office, are responded to promptly and appropriately.  When appropriate and during the Division Director's absence, monitors the Division Director's e-mail, responding appropriately on his/her behalf or assigning to appropriate division staff for handling. 

Coordinates and maintains the Division Director's schedule in a manner that ensures the most efficient and effective use of his time.  Plans and coordinates meetings as requested by the Division Director.  Ensures that appropriate meeting materials are provided, or briefings occur in advance of scheduled meetings/events.  Ensure that any necessary travel arrangements are made in accordance with appropriate policies and procedures, including ensuring that proper approvals are obtained prior to travel and reimbursement forms are completed promptly upon return.

Coordinates purchasing activities for the Division Director's Office.  Prepare quarterly spending plan reports.

Monitors and tracks assignments made by or on behalf of the Director to staff within the division, ensuring timely and appropriate response.  Reviews the work of bureaus within the Division, coordinating their activities, and advise them on matters of policy and administration, as appropriate.

As appropriate, represents Division Director in communicating with Area Directors and staff in the six Division of Vocational Rehabilitation Area Offices.  Assists in conducting daily administrative activities and/or directing special projects or activities.  When appropriate and during the Division Director's absence, represents the director in contacts with public officials, other governmental agencies and the public, as well as within the division.

Provides support for the Division and Senior Leadership Teams.  Reviews and prepare agenda materials and attends and records Division Leadership Team meetings, ensuring that accurate meeting summary notes are completed.  Attends Senior Leadership Team meetings, ensuring that follow up assignments are tracked and completed timely.

Maintains appropriate files, records, and reports for the Division Director's Office, in accordance with established records management procedures and records retention schedules.

Carries out specialized assignments as directed by Division Director.  Research and provides background information to Division Director on special projects and/or activities needing his/her attention, including policy revision.  Maintains knowledge of special projects, contracts and grants; ensures departmental, state and federal policies, procedures and rules are kept up-to-date and disseminated to division staff as appropriate.

Performs related work as required.

Knowledge, skills and abilities, including utilization of equipment, required for the position: 

• Knowledge of administrative principles and practices
• Knowledge of office procedures and practice.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to be productive under tight timeframes, balance multiple and competing priorities and maintain goal-Ability to work and perform under stressful conditions.
• Ability to demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. 
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to maintain confidentiality. 
• Ability to communicate clearly and effectively both verbally and in writing.
• Ability to identify problems and recommend solutions. 
• Ability to establish and maintain effective working relationships with others.
• Ability to supervise, motivate and train employees.

APPLICATION REQUIREMENTS:

Candidate Profile (application) must be complete in its entirety. Your packet may be delayed at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first:

• Any and all State of Florida jobs
• Any and all Florida University jobs
• All periods of employment
• Periods of unemployment
• Gaps 3 months or more*
• Education
• Volunteer Experience

• Include supervisor names and phone numbers including current place of employment.
• *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.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will convert to your official application.

• If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.

Complete and register your State of Florida Employment Application on-line, which will then enable you to electronically submit your application for advertised vacancies in the state agencies. The State of Florida application online can be edited at any time prior to each submission and will automatically populate when you apply to a specific position.

After you have applied to one or more job advertisements, all submitted applications can be viewed from the "Applicant Home Page" by clicking on "View Your Applicant Submissions. "A listing of all the positions to which you have applied will be displayed. You can view and/or print any or all the submitted applications, although this information is also maintained online.

[or]

• Download and then fax a completed application to the People First Service Center at 888-403-2110.  Be sure to include the requisition number on each page of your application.

For assistance in completing the employment application or applying for jobs using the People First system, call the People First Service Center at 1-877-562-7287.

It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening.

No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department.

Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies.

STATE OF FLORIDA EMPLOYEE BENEFITS

• State of Florida Retirement - 3% Employee Contribution Required
• 10 Paid Holidays annually
• Annual Leave - 104 hours annually
• Sick Leave -104 hours annually
• Health Insurance for Individual or Family Coverage – State pays 80% of premium-
  SES Employee pays (Individual $8.34/month or Family $30.00/month)
• Life Insurance – State pays premium for $25,000 basic term life insurance for full time employee
• Additional supplemental insurances are available such as dental, vision, etc.
• Tax Deferred Medical and Child Care Reimbursement Accounts available
• Tuition Fee Waivers (Accepted by major Florida colleges/universities)
• Career Growth      
• Maternity and Parental Leave Benefits

• Student Loan Forgiveness Program (Eligibility required)
• Flexible Spending Accounts
• Ongoing comprehensive training provided

Benefits information can be found on the following website:

Insurance Benefits: http://www.myflorida.com/MyBenefits 

LEAVE INFORMATION

Annual Leave - Employees in Senior Management Service and Selected Exempt Service positions shall be credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.

Sick Leave -. Employees in Senior Management Service and Selected Exempt Service positions shall be credited with 104 hours of sick leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.

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.