Dos - Executive Assistant I-Ses - 45000948

Requisition No: 878676 

Agency: Department of State

Working Title: DOS - EXECUTIVE ASSISTANT I-SES - 45000948

 Pay Plan: SES

Position Number: 45000948 

Salary:  $41,479.71 annually 

Posting Closing Date: 07/10/2026 

Total Compensation Estimator Tool

Department of State

Executive Assistant I - SES

Office of the General Counsel

Open Competitive

Minimum Qualifications:

• High school diploma or its equivalent


• Two (2) years of professional administrative experience in an office setting


• Experience using Microsoft Word and Excel, and Adobe Acrobat Pro

Preferences:

• Experience working in a legal office


• Experience working with Florida public records laws and/or state purchasing and contracting laws


• Experience electronically filing court documents


• Experience handling public record requests

Special Note:

Responses to qualifying questions must be clearly supported in your employment history.

Duties and Responsibilities:

• Serve as primary administrative assistant in management of Office of General Counsel, including without limitation handling of invoices, coordinating budget and finance matters, maintaining office calendars, and managing requests for Advisory Opinions; and managing court e-filing matters and accounts.


• Manage maintenance of litigation files and request for legal assistance


• Provide administrative support to attorneys in the Office of the General Counsel, including, but not limited to:  prepare correspondence; prepare and file legal documents; make travel arrangements and prepare travel requests and  reimbursements; maintain calendars, coordinate meetings and conference calls; track proposed legislation; provide administrative support regarding proposed legislation and administrative rules; assist in responding to public records requests; ensure that elections-related inquiries from candidates, supervisors of elections, and the public are properly received, logged, and routed; ensure that other legal matters and requests involving any of the Department's divisions are properly received, logged, and routed.


• Answer and route telephone calls and written and e-mail correspondence received by the Office of the General Counsel; receive, review, and assist with preparation of response to correspondence


• Assist the public in routing telephone calls and written/e-mail correspondence to the appropriate division within the Department or to another state agency, as appropriate.


• Perform duties as Agency Clerk, including receipt of administrative and other filings, logging of those filings, docketing and posting of final orders, and acceptance of service of process directed to the Department of State and its divisions.


• Accessing the Florida Voter Registration System (FVRS) to perform necessary duties to view or enter registration data in FVRS and to assist senior litigation attorney with preliminary investigation of elections fraud complaints.


• Always Represent Office of the Secretary and Department of State in a professional manner; exercise discretion, confidentiality and independent judgement


• Perform other work-related duties as required.

Knowledge/Skills/Abilities:

• Exceptional attention to detail and proofreading skills, and skilled in the organization of data and files.


• Knowledge of Microsoft Word, Excel, PowerPoint, Outlook; & Adobe Pro.


• Excellent telephone skills, with the ability to assist the public in a polite, sometimes firm manner


• Adapt at managing and organizing paper and electronic documents


• Ability to multi-task, sometimes under pressure


• Must be able to plan, organize and prioritize work assignments


• Communicate effectively, both verbally and in writing


• Work with co-workers as a team and maintain positive working relationships

CRIMINAL BACKGROUND CHECKS:

A Level 2 criminal background check is a condition of employment.  If selected for this position, you must provide your fingerprints.  We will send your fingerprints to the Florida Department of Law Enforcement and the Federal Bureau of Investigation for a criminal background check.

IMPORTANT NOTICES:

We are committed to enhancing our workforce through the employment of Veterans, individuals with disabilities and seek qualified candidates with diverse backgrounds, abilities, skills, and talents to join our workforce.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: https://www.sss.gov

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.