Administrative Assistant I – 72003137

Requisition No: 428957

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT I
– 72003137

Position Number: 72003137

Salary: $27,040.00

Posting Closing Date: 08/09/2021

Administrative Assistant I

Bureau of Benefit Payments

State of Florida Department of Management Services

This position is located in Tallahassee, FL

Applicants will be required to take a work sample

The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing the various business and workforce-related functions of state government.

Under the direction of Governor Ron DeSantis and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, technology, private prisons, fleet, and federal property assistance programs utilized throughout Florida’s state government.

DMS is relied upon to establish, maintain and improve the business processes used by state employees to create a better, not bigger government.

DMS facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce.

It is against this backdrop that DMS strives to demonstrate its mission, “We serve those who serve Florida.” Under the leadership of DMS Secretary Todd Inman, DMS’ employees embody four pillars on a daily basis: lead by example, serve with excellence, create efficiencies, and challenge the status quo.

Position Responsibilities:

This is an administrative position in which the incumbent performs independent and confidential administrative and clerical work to assist the Chief of Benefit Payments, the Administrators for each section (Survivor Benefits, Retired Payroll and DROP Termination and Refund Payment) within the Bureau, and other Division personnel as needed.

This position requires the use of a personal computer.

Specific duties and responsibilities include:

Provides support as needed within the bureau:

Use the Integrated Retirement Information System (IRIS) to research, analyze and compare information returned by our nationwide death match vendor, to validate dates of death for payees.

Conduct research to locate payees or their family members using IRIS, the internet and other paid web services.

Use templates as well as create original correspondence to reach out to the members, their family, and state agencies.

Assemble and mail requested retiree forms, as needed.

Take phone messages for all sections within the Bureau, as needed.

Act as coverage for the Blair Stone reception area when needed.

General administrative support duties:

Maintain bureau calendar and schedule appointments and/or meetings for conference room.

Prepare and maintain complete and accurate bureau files and personnel records.

Use various Microsoft Office applications to schedule meetings, prepare reports, charts, correspondences, and presentations.

Assist bureau staff with preparing approved overnight delivery documents.

Monitor and maintain an accurate inventory of supplies, including copier paper, printer toner cartridges, multiple styles of envelopes, plan brochures, and other mailing inserts.

Notify appropriate staff when stock is low and coordinate replenishing inventories.

Routinely check bureau for safety issues and communicate to appropriate staff.

Coordinate the maintenance, removal, and repair of equipment and furniture within the bureau.

Purchasing Duties:

Satisfy all training requirements for the Purchasing Card (P-Card) or MyFloridaMarketPlace (MFMP).

Maintain a working knowledge of all state purchasing procedures using the Purchasing Card (P-Card) or MyFloridaMarketPlace (MFMP).

Purchase bureau supplies or other approved goods as needed.

Assist Administrators in the coordination of travel and training.

Make timely payments to customers for all approved bureau goods or services.

Maintain accurate accounting of all bureau purchases on designated spreadsheet.

Respond to inquiries about bureau purchases.

Perform other job-related tasks as needed.

Knowledge, Skills, and Abilities:

Ability to use a personal computer proficiently.

Knowledge of Microsoft office software (including Word, Excel, and Outlook).

Knowledge of basic arithmetic.

Ability to perform arithmetical calculations.

Knowledge of data collection methods.

Knowledge of office procedures and practices.

Knowledge of the principles and techniques of effective communication.

Ability to communicate effectively.

Time management skills.

Project planning skills.

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

Ability to deal with the public in a tactful and courteous manner.

Ability to work independently.

Ability to utilize problem-solving techniques.

Ability to plan, organize and coordinate work assignments.

Ability to manage inventory of office supplies.

Ability to establish and maintain effective working relationships with others.

Integrity, Communication, Respect, Excellence, Accountability, Teamwork, Empowerment.

Minimum Qualifications:
A high school diploma or its equivalent and three years of secretarial or clerical work experience.College education or vocational/technical training in a related field can substitute on a year for year basis for the required education.
Special Notes:

DMS 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 provided email addresses.

DMS.Ability@dms.myflorida.com

DMS.Veterans@dms.myflorida.com

An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at (850) 488-2707.

DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

Successful completion of background screening will be required for this position.

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.

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.

Nearest Major Market: Tallahassee