DOS - ADMINISTRATIVE ASSISTANT I - 45000915

　　Date: Jan 22, 2024

　　Location:

　　TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32399

　　The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

　　Requisition No: 820449

　　Agency: Department of State

　　Working Title: DOS - ADMINISTRATIVE ASSISTANT I - 45000915

　　Pay Plan: Career Service

　　Position Number: 45000915

　　Salary: $32,760

　　Posting Closing Date: 02/14/2024

　　Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

　　Department of State

　　Administrative Assistant I

　　Division of Historical Resources

　　Bureau of Historical Museums

　　Open Competitive

　　Minimum Qualifications:

　　High school diploma or equivalent

　　Two (2) years of clerical, administrative, or office experience

　　Proficiency in Microsoft Office programs, including Word and Excel

　　Cover letterand Resume

　　Preferences:

　　Associates degree or completion of equivalent business program

　　Experience with records management

　　Experience with database programs

　　Experience with QuickBooks or other financial management software

　　Experience with State of Florida purchasing

　　Experience working in a museum or government agency

　　Special Note:

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

　　Duties and Responsibilities:

　　This position serves as Administrative Assistant I to the Museum of Florida History performing diverse and complex administrative activities requiring a high level of initiative and ability to work on multiple projects independently and simultaneously. The position is located in the Museum office requiring a high level of contact with staff, the public, and other Department personnel.

　　Manages the main office of the Museum of Florida History and coordinates administrative activities for the Museum and the Bureau Chief. Ensures that telephones are covered at all times between 8:00 am and 5:00 pm. Responsible for answering incoming phone calls, routing visitors and inquiries, opening and distributing mail daily, composing, and filing correspondence and reports, processing requisitions, purchases, and payments, and ordering and maintaining office supplies and equipment. Assists with management of museum email and database.

　　Responsible for initiating requisitions and p-card requests for all state purchases and for processing information for payment. Determines coding and expenditure categories. Manages purchasing contracts. Collects and records information for monitoring and tracking expenditures, encumbrances, and payments and for oversight of financial and budgetary codes on financial documents. Monitors and projects spending to determine if sufficient budget and authority is available. Compiles performance and statistic measures monthly. Responsible for processing travel authorizations, and reimbursements. Works with Department staff to ensure timeliness and compliance with pertinent policies and procedures.

　　Works with Development Director in support of activities of the Museum's Citizen Support Organization (CSO) including but not limited to board meeting preparation and typing meeting minutes. Responsible for receiving, handling, and processing monetary receipts and maintaining hard copies and electronic records on all in-kind and monetary donations. Drafts, mails, and files correspondence for members and donors and provides backup support for Gift Shop operations.

　　Serves as coordinator for reporting accidents and injuries and for DOS safety program and maintains communication with Gray building security for coverage of museum programs and activities.

　　Performs other work-related duties as required, including special projects of the Museum.

　　Knowledge/Skills/Abilities:

　　Knowledge of office procedures and practices, including paper and electronic filing and record keeping;

　　Ability to prepare, track, and reconcile financial information;

　　Ability to manage contracts and track payments and deliverables and required reports;

　　Knowledge of the principles and techniques of effective communication;

　　Ability to use a personal computer for research, correspondence, reports, spreadsheets, and database management;

　　Ability to research, write, edit, and prepare correspondence and administrative reports;

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

　　Ability to utilize problem-solving techniques;

　　Ability to work independently;

　　Ability to assimilate information quickly;

　　Ability to plan, organize and coordinate work assignments;

　　Ability to establish and maintain effective working relationships with others, including the general public, and to work in a team environment;

　　Ability to work effectively in stressful situations;

　　Ability to exercise good customer service skills for internal and external customers.

　　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 January 1, 1960, 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

　　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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

　　Nearest Major Market:Tallahassee