OPS-ADMINISTRATIVE ASSISTANT I - 48006106

Requisition No: 827277 

Agency: Department of Education

Working Title: OPS-ADMINISTRATIVE ASSISTANT I - 48006106

 Pay Plan: Temp

Position Number: 48006106 

Salary:  $15.75 

Posting Closing Date: 04/29/2024 

Total Compensation Estimator Tool

                                                                                                                                                                                                                     VOCATIONAL REHABILITATION   

                                                                                                                                                                                                                                TALLAHASSEE

                                                                                                                                                                                                                     OPS  ADMINISTRATIVE ASSISTANT l

                                                                                                                                                                                                                           POSITION NUMBER:48006106

The Administrative Assistant I is entry to intermediate level administrative work.   At this level, the position may perform a full range of assignments under direct supervision, or independently perform a narrow range of assignments under general supervision.  The position performs duties that are well defined with established practices and clear-cut policies.  The work requires applying a general knowledge of business practices to a variety of assignments that are broad as to objective and content.  The work involves assisting management in providing analysis, and research on a variety of administrative matters. This requires independently making decisions, and obtaining solutions by operating within well-established policies, laws, rules, and guidelines.  The employee must use skill in applying instructions to accomplish different job functions or in operating machines for a variety of different purposes.  

Duties and Responsibilities

The employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions.  The employee must interact courteously with others.  The employee’s performance and behavior must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit.  Attendance is an essential function of this position.

This is independent work assisting management in providing analysis and research on a variety of administrative matters.  Work involves assignments that are broad as to objective and content and require independently making decisions, and obtaining solutions by operating within well-established policies, laws, rules and guidelines.  This work helps management and professional staff accomplish its objectives by providing administrative support including organization and control in the preparation and maintenance of documentation and materials vital to the effectiveness of the organization.

The incumbent in this position can expect to be asked to do (not all inclusive) the following:

• Process a variety of routine correspondence, investigate subject matter and prepare replies.
• Maintain current information of division policies and programs and process routine matters within established policies.
• Review records and reports which require action and recommend solutions or courses of action.
• Assists in conducting daily administrative activities and/or directing special projects or activities.
• Maintains Chambers of Commerce membership for Business Relations Section.
• Responsible for maintaining electronic and paper reports as well as distributing the reports to appropriate entities.
• Prepares training materials and maintains attendance records of trainings.
• Provide support and assist with administering training initiatives directly related to the Business Relations Section.
• Provides administrative support and/or technical assistance to professional staff; i.e.; processing data, unit travel, correspondence and routine technical reports.
• Performs other duties as required.

MINIMUM QUALIFICATIONS

• A bachelor's degree from an accredited college or university and one year of administrative experience.
• A master's degree from an accredited college or university can substitute for the required experience.
• Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Knowledge, Skills, and Abilities

Knowledge of:

• administrative principles and practices.
• standard business formats and styles for letters and business forms.
• office procedures.
• correct spelling, punctuation, and grammar usage.
• basic arithmetic.
• basic filing practices.
• techniques for handling telephone calls in a courteous and efficient manner.
• the principles and techniques of effective communications.
• the methods of data collection.

Skill in:

• typing.

Ability to:

• use correct spelling, punctuation, and grammar.
• plan, organize and coordinate work assignments.
• assist in expediting the work of the office to take care of fluctuating workloads.
• perform other major office administrative functions.
• review records and reports which require action and recommend solutions or courses of action.
• follow up on work in process to ensure timely reply or action.
• organize files and other records either alphabetically or chronologically
• prepare documents and reports using standard business formats
• collect, evaluate, and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
• perform basic arithmetical calculations.
• provide input and recommendations for budget.
• assemble and summarize information for the supervisor's use on the basis of general instructions as to the nature of the information needed.
• perform and/or direct special assignments, projects, or activities
• represents supervisor at meetings to furnish or obtain information.
• maintain current information on division policies and programs.
• review and coordinate implementation of statutes, rules, regulations, policies, and procedures.
• interpret established policies and provide the information for the resolution of problems.
• operate and utilize a variety of standard business and office machines and equipment including:
  • computers and computer software
  • printers
  • fax machines
  • calculators
  • photocopiers
• communicate effectively.
• establish and maintain effective working relationships with others.

• 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. 

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.