Administrative Assistant III - Ses - 43000891

Requisition No: 834026

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 43000891

Pay Plan: SES

Position Number: 43000891

Salary: $52,000.00

Posting Closing Date: 08/07/2024

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• OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*

CLASS TITLE: ADMINISTRATIVE ASSISTANT III-SES

WORKING TITLE: EXECUTIVE ASSISTANT TO DIRECTOR

DIVISION: STATE FIRE MARSHAL

BUREAU: DIRECTOR'S OFFICE

CITY: TALLAHASSEE

COUNTY: LEON

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:

• Health insurance (over 90% employer paid)

• $25,000 life insurance policy (100% employer paid)

• Dental, vision and supplemental insurances

• State of Florida retirement package

• Generous vacation and sick leave

• Nine (9) paid holidays a year

• One (1) Personal Holiday each year

• Career advancement opportunities

• Tuition waiver for public college courses

• Training opportunities

• Flexible work schedules

• Employee Assistance Program (EAP)

• Public Service Loan Forgiveness (if eligible)

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

SPECIAL NOTES:

High school diploma or equivalent is required.

Additional requirements:

• Valid Florida's driver's license.

• Three (3) years of experience in administrative roles, in support of senior executives.

• Continuous professional development through workshops, seminars, and courses to keep up with industry trends and advancements in technology.

• Experience with Microsoft Applications: Word, Excel, PowerPoint, Outlook, Adobe.

Preferences:

• Associate's degree from an accredited college or university.

• Experience with Canva.

• Web Design Editing Experience.

• Graphic Design.

This position will be filled at the salary of $52,000.00 annually.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

This position requires a security background check, including fingerprint as a condition of employment.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge

• Understanding of office management systems and procedures.

• Basic knowledge of business principles and industry-specific knowledge relevant to the executive's field.

• Proficiency with office software (e.g., MS Office, Google Workspace) and familiarity with digital communication tools.

• Knowledge of project management methodologies and tools.

• Basic understanding of relevant legal and compliance issues.

Skills

• Exceptional ability to manage time, prioritize tasks, and handle multiple projects simultaneously.

• Strong verbal and written communication abilities.

• Excellent interpersonal skills to interact with diverse groups of people.

• Proficiency with office software, scheduling tools, and other technology relevant to the role.

• Ability to anticipate issues and devise solutions quickly.

• Keen attention to detail to ensure accuracy in all tasks.

Ability

• Ability to adapt to changing environments and priorities.

• Ability to handle confidential information with integrity and discretion.

• Ability to take initiative and work independently.

• Ability to manage multiple tasks effectively under pressure.

• Ability to work collaboratively with others, including team members and external stakeholders.

BRIEF DESCRIPTION OF DUTIES:

The Administrative Assistant III-SES serves as the Executive Assistant to the Director and plays a crucial role in supporting the Director and ensuring the smooth operation of the Division of State Fire Marshal. This position requires a high level of organization, communication, and discretion, as well as the ability to handle multiple tasks and projects simultaneously. The responsibilities encompass a wide range of administrative, operational, and strategic support functions that contribute to the overall effectiveness and efficiency of the Division.

Correspondence and Communication Management

• Process received correspondence and:

• Prepare responses for the Director's and CFO's signatures.

• Assign to the appropriate bureau chief for handling and ensure completeness.

• Gather requested materials and respond appropriately.

• Screen and answer non-technical questions pertaining to services and personnel.

• Draft and edit communications on behalf of the Director.

• Coordinate internal and external communications to ensure consistent messaging.

Policy Maintenance and Administration

• Ensure the Department and Division policies are known, followed, and maintained throughout the Division.

• Draft, organize, interpret, and administer policies as directed.

• Maintain a comprehensive file on policies and handle routine matters within these guidelines.

Calendar and Meeting Coordination

• Maintain the Director's, calendar, schedule meetings and appointments.

• Maintain the Division calendar and coordinate the conference room schedule.

• File and organize documents and correspondence.

• Prepare meeting material, attend staff meetings, take notes, and provide summaries for follow-up to ensure directives are completed.

Support Division Personnel and Office Management

• Assist and instruct division personnel in onboarding and routine procedures.

• Perform personnel and other office functions and duties as required by the Director.

• Track and assign correspondence from the electronic SFM folder to the appropriate bureau or section.

• Act as the POC for Public Records requests for the Office of the Director.

• Ensure the efficient operation of office equipment and technology.

• Maintain and update the Division's database and information systems.

Event and Board Coordination

• Coordinate and assist with the Annual Fire Service Awards ceremony, Day at the Capitol, and other assigned events.

• Manage and assist with the Divisions boards, maintain files on council members and submit meeting minutes to the Capitol.

• Prepare appointment letters and accurate information when appropriate.

• Keep the Director informed of membership expiration dates and changes in status.

• Manage relationships with external stakeholders and service providers.

• Coordinate with stakeholders and partners to support the Division's initiatives.

Travel and Expense Management

• Prepare travel documents and make travel arrangements for the Director, Assistant Director, and serve as a travel agent to other Administrative/Division staff as needed.

• Track and process travel authorizations and reimbursements for the Office of the Director.

• Assist with budget preparation and expense tracking.

Project and Professional Development

• Assist in the planning and execution of special projects as assigned by the Director.

• Track project timelines, deliverables, and ensure timely completion.

• Stay updated on industry best practices and emerging trends.

• Attend relevant training sessions and workshops to enhance skills and knowledge.

Disaster Response

• Serve as a member of the DFS disaster response team.

• Be prepared, on short notice, to perform duties and necessary travel in support of disaster relief efforts.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

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.