DOS - Executive Assistant I - SES - 45000213

State of Florida • Tallahassee, FL

4d

About The Position

Department of State Executive Assistant I
Division of Administrative Services
Open Competitive
Minimum Qualifications:

High school diploma or equivalent and at least 4 years of administrative experience.
Experience organizing and maintaining files.
Experience scheduling meetings, conference calls, preparing agendas and meeting materials.
Experience using MS Word, Excel, PowerPoint, and Outlook.

Other Required Knowledge/Skills/Abilities:

Knowledge and ability to apply state personnel rules and regulations.
Ability to understand state protocol for document preparation, such as Position Descriptions and manuals.
Ability to use word processing and spreadsheets.
Skilled in the use of Adobe products, such as Acrobat Professional.

Special Note:
Responses to qualifying questions must be clearly supported in your employment history.

Requirements

• High school diploma or equivalent and at least 4 years of administrative experience.
• Experience organizing and maintaining files.
• Experience scheduling meetings, conference calls, preparing agendas and meeting materials.
• Experience using MS Word, Excel, PowerPoint, and Outlook.
• Knowledge and ability to apply state personnel rules and regulations.
• Ability to understand state protocol for document preparation, such as Position Descriptions and manuals.
• Ability to use word processing and spreadsheets.
• Skilled in the use of Adobe products, such as Acrobat Professional.
• Knowledge of and ability to apply state travel and personnel rules and regulations.
• Skilled in the use of Adobe products, such as Design and Acrobat Professional.
• Ability to independently communicate both verbally and in writing.
• Proficiency using Microsoft Word, Excel, PowerPoint, and Access.

Responsibilities

• Coordinates the overall administrative and clerical functions of the DAS to include, but not limited to: recordkeeping; preparing, composing, routing and tracking all correspondence (letters, personnel actions such as Personnel Action Requests (PARs) and Requests to Advertise (RTAs) for key division job vacancies, memoranda, administrative paperwork, forms, legislative requests to also include bill analysis); scheduling of meetings for the COO and DAS Management Team; maintains the Division’s conference room scheduling; provides assistance to individuals contacting the Division’s office via phone or email; maintains the Division’s phone list.
• Processes travel requests and other administrative paperwork; responsible for processing all Ariba On Demand purchase requisitions for the Division’s printers, responsible for tracking, ordering, and recycling all DAS toner; organizing, maintaining and updating hard copy and electronic files as needed, prints the Department’s WEX (fuel cards) for employees as needed; conducts routine clerical functions such as routing incoming mail, handling outgoing correspondence, maintains office supplies and supply room for the Division; maintains calendars and makes meeting or travel arrangements; reserves and coordinates events for the Department of State's auditorium (Heritage Hall), serves as liaison with other divisions as needed for operational activities and provides support to the Office of the Secretary for phone coverage when needed.
• Serves as a Safety Officer for the Division; maintains the Divisions’ COOP phone tree; assists with special projects and performs other work-related duties as may be required.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED