Requisition No: 839234 Agency: Environmental ProtectionWorking Title: ADMINISTRATIVE ASSISTANT II - 37011055 Pay Plan: Career ServicePosition Number: 37011055 Salary: $37,852.44 Posting Closing Date: 10/25/2024
Total Compensation Estimator Tool Administrative Assistant II State of Florida Department of Environmental Protection Our Organization and Mission: The Florida Department of Environmental Protection (DEP) is the state's lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to create strong community partnerships, safeguard Florida's natural resources and enhance its ecosystem.
The Work You Will Do: The Administrative Assistant II, 37011055, in the Division of Environmental Assessment and in Tallahassee, FL, provides intermediate level administrative support that serves as the Division records manager and assists the Division Property Custodian. This position assists the Division with administrative functions necessary to meet the agency's mission.
The Difference You Will Make: Water and natural resources are the foundation of Florida's communities, economy, and way of life. The Division of Environmental Assessment and Restoration (DEAR) is charged with protecting, maintaining, and improving the quality of Florida's springs, rivers, lakes, estuaries, and coastal waters. DEAR team members provide the department and other resource agencies with the highest quality laboratory services available; provide technical support to the department and the public regarding water quality analysis and data quality assurance (QA); manage water quality data repositories for data storage and use by the department, other agencies and the public; and work together to monitor and assess Florida's surface water and groundwater quality, develop strategies to reduce pollution, and work closely with local stakeholders to implement comprehensive restoration strategies that improve the lives of all Floridians and preserve aquatic resources for generations to come.
How You Will Grow: DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.
Where You Will Work: Tallahassee - Tallahassee, Florida's Capitol City, lined with rolling hills, oak trees, and canopied roads combines old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida's Big Bend. Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career.
The Benefits of Working for the State of Florida: Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits including:
- Annual and Sick Leave benefits;
- Nine paid holidays and one Personal Holiday each year;
- State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
- Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);
- Flexible Spending Accounts;
For a more complete list of benefits, visit www.mybenefits.myflorida.com.
Pay: $37,852.44
Your Specific Responsibilities: In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department's Standards of Conduct, as well as any and all departmental and/or work unit rules, directive, policies, procedures, and/or general orders applicable to performing the duties of this position. This position performs varied and highly responsible independent work assisting the Director, Deputy Director, and management staff coordinating and directing the administrative functions for the Division of Environmental Assessment and Restoration. These tasks are complex in nature, broad in objective and integrated in the diverse functions of the Division required by the Director. These activities relieve the Director of many administrative and management details requiring independent planning, formulation and analyses of objectives, priority setting, and recommending changes in Division procedures, policies, rules, and regulations. The duties of this position include coordinating meetings, calendars, schedules, travel preparation for the Director, Deputy Director, and Program Administrator in the Division Director's Office; tracking documents between the Division and the Secretary/Deputy Secretary's Offices.
Responsibilities: - Serves as the division records manager. Organizes and maintains the division's filing system (includes files located in the file room and electronic files on the Division shared drive), creates and maintains document filing standard operating procedures (SOP), sets up new files, ensures accuracy of filing data, maintains a tracking system, and ensures compliance of SOP. Assists staff and the public in retrieving and researching files. Coordinates the SOP with the applicable records retention schedules. Arranges for storage and retrieval of files from State storage facilities. Uploads documents to OCULUS.
- Serves as backup Property Custodian. Provides support to the Property Custodian, including the completion of forms. Assists with the division's annual physical inventory. Assists with the surplus of items. Handles all property inventory assigned to the Division Director's Office.
- Serves as main contact with Verizon and Division of Administrative Service for mobile device ordering and tracking. Tracks completion of staff mobile device certifications.
- Assists with correspondence, including proofreading, correcting grammar, spelling, and punctuation as necessary.
- Obtains and uses a State Purchasing Card, clears charges in WORKS, creates purchase orders through MyFloridaMarketPlace/Ariba on Demand, and processes invoices. This position ensures all forms required by the department are properly completed and submitted in a timely manner and follows up with actions as needed within the division.
- Receives and routes telephone calls. Responsible for answering and routing phone calls for the division's main phone line. This responsibility includes recording messages and answering caller questions which may involve routine section matters. Provides technical assistance to the public including responding to requests for public materials.
- Assists in division coordinated projects, as assigned by supervisor.
- May assist with coordinating personnel activities with the Division Director Office's Human Resource Representative, including the distribution of routine personnel-related information received from the Division Office to managers and employees.
- Performs other duties as required.
Required Knowledge, Skills, and Abilities: Knowledge of office procedures and practices. Knowledge of standard business formats and styles for letters and business forms. Knowledge of general accounting and budgeting principles and arithmetic. Skilled in using computers and software for word processing, data bases, and spreadsheets. Ability to organize and maintain files and other records. Ability to prepare correspondence and reports. Ability to handle telephone calls in a courteous and effective manner. Ability to follow written/verbal instructions, especially when dealing with the public. Ability to review data for accuracy and completeness. Ability to plan, organize, and coordinate work assignments. Ability to establish and maintain effective working relationships with others. Ability to communicate clearly, orally and in writing. Knowledge of the Florida Purchasing Card Program. Knowledge of My Florida Market Place. Ability to maintain confidentiality. Ability and skilled at multitasking. Skilled in the use of Microsoft Office Suite software.Required or Preferred Qualifications: - Successful completion of a background check with fingerprinting is a requirement for this position.
- Associates degree and one year of verifiable related experience; or any combination of post-secondary education or verifiable related experience, as described in this posting for a total 3 years.
Preferred Qualifications: - Two years providing administrative support for a manager
- Experience with organizing files and records or tracking inventory
POSITION OF SPECIAL TRUST REQUIREMENT: This position is designated as a Position of Special Trust in accordance with DEP-422 (Positions of Special Trust or Responsibility). Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following email addresses: ...@dep.state.fl.us ...@FloridaDEP.gov 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-###-####). 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. Location: