OPS ADMINISTRATIVE ASSISTANT I - 48006032

Requisition No: 824906 

Agency: Department of Education

Working Title: OPS ADMINISTRATIVE ASSISTANT I - 48006032

 Pay Plan: Temp

Position Number: 48006032 

Salary:  15.75 

Posting Closing Date: 04/29/2024 

Total Compensation Estimator Tool

DIVISION OF VOCATIONAL REHABILITATION 
LOCATION:  TALLAHASSEE - TURLINGTON BUILDING
 

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."
 

Job Description:

The incumbent in this position works independently assisting management and staff in the coordination of administrative tasks and/or assignments that are complex in nature and very broad in objective with integration of diverse functions.  Self-direction is required, and the incumbent must be capable of setting priorities and assisting in a variety of activities.  This position requires proficiency in the use of computer software for word processing and spreadsheets.

Duties and Responsibilities:

Assists the supervisor and bureau by:

• planning, initiating, and completing administrative and support duties
• managing records and files for the bureau, and their appropriate disposal
• maintaining calendars and itineraries
• preparing memoranda, reports, and letters
• developing and analyzing spreadsheet, graphs, and charts of data as required
• responding to telephone inquiries by referring calls, providing information and making appointments
• generating purchase orders as necessary for specialty items for the bureau, as well as some direct services
• coordinating travel logistics and itineraries, as well as preparing and processing travel authorizations and reimbursements
• tracking travel expenditures and projecting estimated cost for planning purposes
• assisting with meeting planning to include meeting logistics, transportation, training materials, schedules, registrations
• special projects and other related duties, as required.

 KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of administrative principles and practices.

Knowledge of office procedures and practices.

Knowledge of personal computers and data-based systems.

Ability to understand and apply applicable rules, regulations, policies, and procedures.

Ability to utilize problem-solving techniques.

Ability to plan, organize, and coordinate work assignments.

Preferred Qualifications:

Experience with state systems including Ariba on Demand and STMS

APPLICATION INFORMATION & 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.

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. 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. 

STATE OF FLORIDA EMPLOYEE BENEFITS

Other Personal Services (OPS)

OPS employees do not participate in state group insurance or the state retirement system.

OPS employees may participate in the State of Florida 457 Deferred Compensation Plan.

OPS employees may wish to inquire into the following state programs:

The “Florida Discount Drug Card” program: http://www.floridadiscountdrugcard.com/

The “Cover Florida” Health Care Access program: http://www.coverfloridahealthcare.com/

The “Florida KidCare” Health Insurance program: http://floridakidcare.org

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.