Administrative assistant

Requisition No : 825939

Agency : Department of Education

Working Title : ADMINISTRATIVE ASSISTANT I - 48004229

Pay Plan : Career Service

Position Number : 48004229

Salary : $33,760.00 Annual / $2,813.33 Monthly

Posting Closing Date : 07 / 31 / 2024

Total Compensation Estimator Tool

Division of Vocational Rehabilitation

Location : Pensacola / Pace

Administrative Assistant I

Position Number : 48004229

ANTICIPATED VACANCY

Vocational Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job.

VR is committed to helping people with disabilities find meaningful careers. Our Mission is "to help people with disabilities find and maintain employment and enhance their independence.

Our Vision is "to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees."

experience with facilities management / leasing, purchasing and case documentation

Minimum Qualifications :

A bachelor’s degree from an accredited college or university, and one year of administrative experience. A master’s degree from an accredited college or university can substitute for the required experience.

Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Duties :

This is independent work assisting management in providing analysis and research on a variety of administrative matters.

Work involves assignments that are broad as to objective and content and require independently making decisions and obtaining solutions by operating within well-established policies, laws, rules and guidelines.

This work helps management and professional staff accomplish its objectives by providing administrative support including organization and control in the preparation and maintenance of documentation and materials vital to the effectiveness of the organization / unit.

The incumbent in this position can expect to be asked to do (not all inclusive) the following :

• Process a variety of routine correspondence, investigate subject matter and prepare replies.
• Maintain current information of division policies and programs and process routine matters within established policies.
• Review records and reports which require action and recommend solutions or courses of action.
• Perform special assignments, research, and report preparation.
• Perform fiscal, personnel, purchasing, statistical reporting, and other major office functions.
• Represent supervisor at meetings to furnish or obtain information.
• Assist in conducting daily administrative activities and / or directing special projects or activities.
• Review and coordinate implementation of area rules and procedures.
• Perform related work as assigned.

Duties and responsibilities :

Assists the Area Director and other staff in conducting daily administrative activities. This includes, but is not limited to the following :

Functions as Purchasing Liaison :

• Purchases area supplies, equipment and furniture via MyFloridaMarketplace (MFMP), Purchasing Card (PCard),
• Training of area staff on process of ordering office supplies.

Functions as Travel Liaison :

• Trains area on travel rules and regulations.
• Trains area staff on STMS Travel Program, preparation of C676C.
• Assist area staff with preparation of travel packets to attend trainings. (Authorization to travel and reimbursements)
• Trains area staff on the proper utilization of travel codes.

Functions as Training Coordinator :

• Preparation of facility prior to training.
• Prepare and submit request for CRC credits for area training.
• Maintains attendance records of area staff who attend area and state level training.
• Purchase of Interpreter services for Hearing Impaired personnel.
• Preparation of training materials for trainings.
• Arranging accommodations for training presenters.

Performs related duties and responsibilities as assigned.

Knowledge of utilization of equipment required for the position :

Knowledge of Administrative principles and practices

Knowledge of methods of data collection

Knowledge of principles and techniques of effective communication

Ability to collect, evaluate and analyze data relating to administrative functions

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

Ability to utilize problem-solving techniques

Ability to work independently

Ability to organize and coordinate work assignments

Ability to communicate effectively

Ability to establish and maintain effective working relations with others

Ability to use Microsoft Word, Excel, Power Point and Rehabilitation and Information Management Systems (RIMS)

Ability to conduct fact finding research on the internet

Attendance is an essential function of this position.

Benefits information can be found on the following website :

http : / / mybenefits.myflorida.com /

Background Screening Requirement :

It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights.

The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening.

No applicant for a designated position will be employed 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, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies.

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 clicking here . All documentation is due by the close of the vacancy announcement.

Last updated : 2024-07-26

Salary : $33,760