Administrative Assistant I - Ses - 48001914

Requisition No: 823527

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT I - SES - 48001914

Pay Plan: SES

Position Number: 48001914

Salary: Salary Range: $32,760.00 - $37,674

Posting Closing Date: 06/21/2024

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Florida Department of Education

Division of Finance and Operations

School Business Services/Office of Educational Facilities

Location: Tallahassee Turlington Building

Administrative Assistant I - SES

"The mission of the Office of Educational Facilities is to provide technical support and information for all issues related to educational facilities planning, funding, construction, and operations throughout Florida's K-20 Education System." http://www.fldoe.org/finance/edual-facilities/

Office Contact

Cheyenne McKamey (850)245-0648

Job Description

(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

This is an administrative position assisting management in the Office of Educational Facilities in carrying out the operations as required by law and State Board Rules. This position assists the Director by coordinating activities relative to educational facilities technical assistance as required by Chapter 1013, Florida Statutes.

This position is responsible for assisting management in administrative tasks directly related to educational facilities activities and administrative functions of the Director. This position works independently with limited supervision and initiates activities for which supervisors have overall responsibility. This position is expected to perform these duties with a minimum of direct supervision.

• This position is not approved for telework and must report to the location listed above.

Duties and Responsibilities

Administrative Activities

Coordinate daily administrative activities for the Director by reviewing and preparing correspondence, records, etc., ensuring accurate statutory references, financial data, and grammar. Coordinate and schedule daily calendar of activities.

Attend staff meetings with the Director, record minutes for distribution to staff, and follow-up on any activities as required. Direct special projects or activities. Represent the Director at meetings as necessary.

Coordinate receipt and distribution of mail including monitoring the CorrFlow system. Provide assistance in preparing review letters and follow-up correspondence. Assist in large, periodic mail-outs. Provide administrative support to any councils or task forces relating to educational facilities.

Educational Facilities Project Activities

Assist in maintaining and monitoring the electronic project tracking records and maintaining Project Priority Lists and Educational Plant Surveys. Coordinate outgoing correspondence, including addenda and project status advisements. Assist in the promulgation and dissemination of the "State Requirements for Educational Facilities" changes and updates.

Office Management

Prepare and monitor requisitions for the purchase of supplies for the office, ensuring that sufficient supplies are on hand for smooth running of the office. Provide key operator service for two copiers,

ensuring that paper supplies are maintained. Arrange for monitor maintenance and repairs for copiers, fax machines, and other office equipment as needed. Prepares weekly schedules.

Personnel Liaison

Process personnel actions related to new hires, promotions, reassignments, terminations, etc. as directed by the Director; maintain position descriptions, and employee performance appraisals and maintain confidential personnel files. This includes timely distribution of personnel appraisal forms, follow-up and mid-cycle reviews, and review of the annual and end-of-probationary period. Confidentiality of these matters will be maintained at all times.

Legislation

Monitor and track proposed legislation concerning educational facilities construction and related matters.

Travel

Coordinate and monitor travel arrangements, preparation of forms, and reimbursement of expenses for staff. Make travel arrangements as necessary or assist staff in making arrangements. Ensure that travel policies and procedures are followed.

CorrFlow

Manage and monitor the department's correspondence assignments for the office. Forward correspondence to the appropriate staff person for response.

Edit, format, and obtain the director's approval, then enter the response into the electronic system. Disseminate final, approved responses electronically or by hard copy.

Records Retention

Assist with maintaining proper retention, storage, and disposal of office documents in accordance with statutes and rules.

Budget

Monitor office expenditures and management of budget items, making budget amendments as necessary. Assist in annual budget preparation as required. Prepare a 90-Day Spending Plan for the office.

Property Inventory

Provide back-up for the property custodian to ensure proper accounting of office property. Assist 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.

Knowledge of CorrFlow system.

Knowledge of Ariba (MFMP) Procurement system.

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

Ability to write letters and reports.

Ability to utilize problem-solving techniques.

Ability to plan, organize, and coordinate work assignments.

PREFERED QUALIFICATIONS

Three or more years of experience working in an administrative or secretarial support position.

Two or more years in human resources with experience in processing People First advertisements, creating hiring packets, and other personnel-related documents.

Experience working with state systems including MFMP, WORKS, STMS, and CorrFlow.

APPLICATION INFORMATION & REQUIREMENTS

Candidate Profile (application) must be complete in its entirety. Your packet may be held up at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first):

o Any and all State of Florida jobs

o Any and all Florida University jobs

o All periods of employment from high school graduation

o Periods of unemployment

o Gaps 3 months or more*

o Education

o 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 Veteran's Preference, candidate MUST attach supporting documentation (DD214). · 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.

• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

• State Group Insurance coverage options+ (health, life, dental, vision, and other supplemental option) * Retirement plan options, including employer contributions (www.myfrs.com)
• Nine paid holidays and a Personal Holiday each

year

• Annual and Sick Leave Benefits

• Student Loan Forgiveness Program (Eligibility

required) * Flexible Spending Accounts

• Tuition Fee Waivers (Accepted by major Florida

colleges/universities) * Ongoing comprehensive training provided

• Career Growth

• Highly skilled, professional environment

• Maternity and Parental Leave Benefits

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

• We care about the success of our employees.

• We care about the success of our clients.

• We are always improving our technology,

our tools, our customer's experiences and

ourselves. * A rewarding experience for reliable, compassionate and professional employees.

LEAVE INFORMATION: SMS/SES

o Annual Leave

• Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.

o Sick Leave

• Employees in Senior Management Service and Selected Exempt Service positions shall be credited with 104 hours of sick leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of initial appointment.

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. You will be required to provide your Social Security Number to conduct required verifications.

No applicant for a designated position will be employed, contracted 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, finger printing for all purposes and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records check through the Federal Bureau of Investigation, and local criminal records checks through local law enforcement.

SPECIAL REQUIREMENTS:

Selective Services System (SSS)

Male applicants born on or after October 1, 1962 will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the Selective Service website.

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.