ADMINISTRATIVE ASSISTANT I - 72000277

Date: Dec 11, 2024

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 842909

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I - 72000277

Pay Plan: Career Service

Position Number: 72000277

Salary: $44,612.10

Posting Closing Date: 12/23/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

Administrative Assistant I

Bureau of Business Support Services

Division of Real Estate Development and Management

State of Florida Department of Management Services

This position is located in Tallahassee, FL

Position Overview and Responsibilities

The incumbent in this position provides customer service support for the Bureau of Business Support Services.The incumbent performs a variety of administrative duties and must independently handle office operations when needed.

Administrative Duties:

• Pick up and distribute incoming and outgoing mail daily.

• Work Orders - Handles tenant calls for cleaning service requests and complaints.

• Business card orders, employee reimbursements, revenue transmittals.

• Pickup and distribution bi-weekly paychecks and ID cards for regional facilities.

• Receives and coordinates incoming calls to the main REDM line.

• Assist all Bureaus within RDEM with special projects.

• Custodian Delegate for REDM/4050 inventory.

• Coordinate REDM Pool vehicle cleaning and maintenance.

• Process purchase orders and payment requests for contractual services.

  Purchasing Duties:

• Obtains quotes for supplies and equipment.

• Follows up on status of orders, ensuring their completion and approval in a timely manner.

• Prepare and process PCard purchases.

• Assist with PCard audits.

  Other Duties:

• Process monthly payment for monthly phone bills.

• Process monthly vehicle logs/WEX report.

• Process travel authorizations and reimbursements.

• Process or assist with MFMP orders and invoices.

• Serve as back-up point-of-contact for onboarding and offboarding.

• Serve as back-up for Tenant Service Announcements (TSA), monthly REDM Communication report, and public records requests.

• Serve as back-up for conference room reservations.

  Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.

• The individual should be very organized, and able to proofread and edit documents accordingly.

• Knowledge of the methods of data collection.

• Knowledge of the principles and techniques of effective communication.

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

• Ability to utilize problem-solving techniques.

• Ability to work independently.

• Ability to plan, organize and coordinate work assignments.

• Ability to establish and maintain effective working relationships with others.

• Ability to make decisions in a timely manner.

• Ability to prioritize workload.

• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Teamwork.

  Minimum Qualifications:

• Three years of secretarial or clerical work experience.

• Experience with State of Florida PCARD Works systems.

• Experience with MyFloridaMarketplace (MFMP) creating purchase requisitions, equotes and invoice processing.

• Experience with Microsoft Office programs (Excel, Word, and Outlook).

  The Benefits of Working for the State of Florida:

  State of Florida employees enjoy top tier benefits offerings including comprehensive health coverage to meet the needs of you and your family while maintaining low deductibles and low monthly out of pocket contributions. State employees also enjoy the option of selecting between two retirement options, including the FRS Pension Plan and the FRS Investment Plan. As an additional benefit, state employment affords you the opportunity to take part in the tuition waiver program within the state university and community college systems. For a more complete list of benefits, please click https://www.mybenefits.myflorida.com/ .

  Our Organization and Mission:

Under the direction of Governor Ron DeSantis, Secretary Pedro Allende and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”

Special Notes

DMS 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 provided email addresses:

DMS.Ability@dms.fl.gov

DMS.Veterans@dms.fl.gov

An individual with a disability is qualified if he or she satisfies the skills, experience, and other job related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

Successful completion of background screening will be required for this position.

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. 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

TALLAHASSEE, FL, US, 32399

Nearest Major Market:Tallahassee