ADMINISTRATIVE ASSISTANT II - SES - 60000040

Requisition No: 885425

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 60000040

Pay Plan: SES

Position Number: 60000040

Salary: $55,000

Posting Closing Date: 11/03/2026

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What you will do:

This position provides highly responsible administrative support to the Deputy Assistant Secretary of Operations and the Deputy Assistant Secretary of Administration within the Office of Child and Family Well-Being. The incumbent may have direct access to agency management and confidential information concerning employer-employee relations, collective bargaining, personnel matters, and budget development, preparation, or impact, as defined in Section 447.203(4) and (5), Florida Statutes. Conducting research; preparing reports and correspondence; responding to information requests; assisting with program management and constituent inquiries; receiving visitors; coordinating conference calls; and scheduling meetings. The incumbent may also train and supervise clerical support staff.

The incumbent serves as one of the office’s Human Resources liaisons, coordinating communications and preparing, reviewing, and submitting personnel documents, including new hire and separation paperwork, Requests for Personnel Action, position descriptions, and Classification Request Forms. Attends Human Resources meetings, stays current on procedural changes, and communicates updates to staff. Maintains accurate personnel files and organizational charts, tracks performance evaluation due dates, and ensures required personnel documentation is complete and submitted timely.

Processes correspondence, researches relevant subject matter, and drafts responses. Assists in preparing, reviewing, and formatting reports, publications, and other materials for accuracy, clarity, and completeness.

Reviews and distributes incoming correspondence and maintains organized records of correspondence and documents. Tracks assignments and due dates for the Deputy Assistant Secretaries' direct reports and other staff as well as assignments to the Deputy Assitant Secretaries from the Assistant Scretary to ensure timely completion. Provides guidance on administrative assignments, establishes completion timelines, and follows up to ensure office deadlines are met.

Coordinates travel arrangements for the Deputy Assistant Secretaries and other staff as needed, maintains travel records, and communicates itineraries and updates. Prepares and submits accurate travel reimbursement documentation promptly and in accordance with Department rules and procedures. Prepares the Deputy Assistant Secretaries' state vehicle log and submits to the Statewide Fleet Manager no later than the 5th day of every month.

Assists with purchasing and/or leasing materials, supplies, and equipment as needed. Tracks invoices and completes payment processing in a timely manner, to ensure that providers are paid timely. Keep supplies organized and neat. Acts as approver/reconciler for Pcard charges and provides the appropriate paperwork for payments, on time and in a manner consistent with Department rules, policies and procedures.

Performs other related duties as assigned, including providing backup support to the Personal Secretary I to ensure continuity of office operations.

Responsible to attend executive and senior level meetings, workgroups, and/or forums to take meeting minutes, prepare and distribute materials, and ensure any documents requiring distribution are completed timely.

Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of administrative practices and procedures supporting executive leadership; coordination with Human Resources; applicable policies and procedures governing travel, reimbursements, purchasing, records management, and state vehicle documentation; professional correspondence, business writing, and document preparation; and confidentiality requirements for sensitive personnel and departmental information.Skill in managing executive calendars, coordinating meetings, arranging travel, and resolving scheduling conflicts; drafting, proofreading, and formatting correspondence, reports, presentations, and executive briefing materials; using Microsoft Suite (Outlook, Word, Excel, PowerPoint, etc.), and related office applications; developing and maintaining trackers for assignments, deadlines, personnel actions, reports, and special projects; organizing meetings, recognition activities, and special events; and communicating professionally with staff, executive leadership, external partners, and members of the public. Ability to anticipate executive needs, exercise sound judgment, and work independently with limited supervision; prioritize competing assignments, adapt to changing demands, and meet deadlines while maintaining accuracy; handle confidential and sensitive matters with discretion and professionalism; coordinate across programs, monitor outstanding assignments, and follow through to completion; prepare complete and accurate briefing materials for executive review; establish and maintain effective working relationships and provide responsive customer service; identify administrative gaps and implement practical process improvements; and provide continuity of administrative support, including coverage for other executive offices when needed.

• High school diploma

• Two or more years in an administrative support role

• Include supervisor names and phone numbers for all periods of employment.

• Account for and explain any gaps in employment so that the hiring process is not delayed.

• 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.

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

• 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 suspended or voided, and you will be required to repay all benefits received depending upon the date of your retirement.
• The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures.

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.

Nearest Major Market: Tallahassee