ADMINISTRATIVE ASSISTANT III

Requisition No: 830450 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 37010044

 Pay Plan: SES

Position Number: 37010044 

Salary: $39,500 - $40,500 

Posting Closing Date: 06/14/2024 

Total Compensation Estimator 

Administrative Assistant III – SES

State of Florida

Department of Environmental Protection

“ANTICIPATED VACANCY”

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to create strong community partnerships, safeguard Florida’s natural resources and enhance its ecosystem.

The Work You Will Do:

The Administrative Assistant III-SES, 37010044, in the Division of Environmental Assessment and Restoration’s Division Director’s Office in Tallahassee, FL, provides high level administrative support that requires responsible independent work assisting the Director, Deputy Director, and management staff coordinating and directing the administrative functions of the office. This position assists the Director with managing administrative functions necessary to meet the agency’s mission.

The Difference You Will Make:

Water and natural resources are the foundation of Florida's communities, economy, and way of life. The Division of Environmental Assessment and Restoration (DEAR) is charged with protecting, maintaining, and improving the quality of Florida’s springs, rivers, lakes, estuaries, and coastal waters. DEAR team members provide the department and other resource agencies with the highest quality laboratory services available; provide technical support to the department and the public regarding water quality analysis and data quality assurance (QA); manage water quality data repositories for data storage and use by the department, other agencies and the public; and work together to monitor and assess Florida’s surface water and groundwater quality, develop strategies to reduce pollution, and work closely with local stakeholders to implement comprehensive restoration strategies that improve the lives of all Floridians and preserve aquatic resources for generations to come.

How You Will Grow:

DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

Where You Will Work:

The work location of this position is in Tallahassee (Leon County), Florida. The city hosts the Capital of Florida and seat of state government. The city is home to numerous parks offering outdoor activities, league sports and natural trails for running, hiking and biking. Tallahassee is located just 22 miles from the Gulf of Mexico, which is home to some of the world's top beaches. Florida State University, Florida A&M University, Tallahassee Community College and several smaller colleges in the region offer a hub for academic research, athletics, art, music and other student activities.

The Benefits of Working for the State of Florida:

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:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions (For more information, please click );
• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, visit .

Pay:

$39,500 - $40,500 commensurate with experience

Your Specific Responsibilities:

In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department's Standards of Conduct, as well as any and all departmental and/or work unit rules, directive, policies, procedures, and/or general orders applicable to performing the duties of this position.

This position performs varied and highly responsible independent work assisting the Director, Deputy Director, and management staff coordinating and directing the administrative functions for the Division of Environmental Assessment and Restoration. These tasks are complex in nature, broad in objective and integrated in the diverse functions of the Division required by the Director. These activities relieve the Director of many administrative and management details requiring independent planning, formulation and analyses of objectives, priority setting, and recommending changes in Division procedures, policies, rules, and regulations. The duties of this position include coordinating meetings, calendars, schedules, travel preparation for the Director, Deputy Director, and Program Administrator in the Division Director’s Office; tracking documents between the Division and the Secretary/Deputy Secretary’s Offices.

Responsibilities:

• Represent the Division Director’s Office with public officials, other government agencies, and the general public.
• Handles telephone inquiries, interprets, and ensures that inquiries are directed to appropriate staff member(s).
• Act as liaison between the Secretary’s and Deputy Secretary’s office.
• Handle all aspects of Director’s travel – fill out forms, make travel arrangements such as hotel, flight, and vehicle. Prepare reimbursement vouchers. Prepare a travel folder containing itinerary and all pertinent information for trip.
• Manage the Director’s calendar, schedules meetings as requested by Director, Deputy Directors, and other managers in the Division Director’s Office.
• Review, log, track, and disseminate correspondence control items assigned by the Office of Citizens Services to the Program Administrator for assignment. Formats, prepares, and finalizes for the Director’s signatures. Handles other general correspondence for the Director’s signature as well.
• Manage the Director’s Office conference room calendar, Video Conference Room calendar for the Bob Martinez Center, as well as the Go-to-Meeting schedules.
• Create summaries for the Division’s Leadership and Extended Leadership meetings as needed.
• Oversees responsibilities of the Division Director’s Office front desk operations.
• Provides support to the Division Human Resources and Training Liaison. Serves as backup with Liaison is not available. Ensures timesheet for employees in the Division Director’s Office organizational codes are approved by respective due dates.
• Act as property custodian coordinator for the Division’s Annual Physical Property Inventory. Handles all property inventory assigned to the Division Director’s Office.
• Make purchases using P-card or purchase orders for the Division Director’s office as needed Processes charges according to state and agency timelines. Research equipment and make purchases in My Florida Market Place.
• Distribute administrative instructions and training to Division administrative assistants to enhance efficiency and effectiveness, and to ensure that staff has sufficient knowledge of Division and Department operations to provide complete and accurate information. Coordinate regular meetings and training with the Division administrative assistants.
• Act as Department of Management Services’ work order representative for the Bob Martinez Center portion of the Division.
• Other administrative oversight and management activities for the Division, and duties as needed.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

1. Ability to maintain confidentiality.
2. Ability to work well with the public.
3. Able to work independently.
4. Ability to proactively anticipate travel and meeting needs of the Director and Deputy Director and make those arrangements.
5. Skilled in coordinating schedules and calendars in a busy office environment.
6. Ability to organize and track workloads.
7. Ability to plan, organize, and coordinate work assignments.
8. Ability to work independently, as well as, within a group/team.
9. Ability to establish and maintain effective working relationships with others.
10. Ability to select and provide appropriate information to others.
11. Ability to communicate effectively, verbally and in writing.
12. Ability in and experienced at multitasking.
13. Skilled in the use of Microsoft Office Suite software
14. Knowledge of budget and accounting principles.
15. Knowledge of the rules of grammar and punctuation.
16. Knowledge of established agency personnel rules, policies and directives.
17. Knowledge in use of general office equipment.
18. Knowledge of People First.

Required Qualifications:

• Successful completion of a background check with fingerprinting is a requirement for this position.
• Associates degree in business administration and two years of verifiable related experience; or any combination of post-secondary education or verifiable related experience, as described in this posting of four years

Preferred Qualifications:

2 years providing administrative support for a manager.

POSITION OF SPECIAL TRUST REQUIREMENT: Include the following language if position is designated as a Position of Special Trust.

This position is designated as a Position of Special Trust in accordance with DEP-422 (Positions of Special Trust or Responsibility). Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.

DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following email addresses:

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 ). 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.