OPS Administrative Assistant I - 31902042

Requisition No: 840680 

Agency: Division of Emergency Management

Working Title: OPS Administrative Assistant I - 31902042

 Pay Plan: Temp

Position Number: 31902042 

Salary:  $20.00 - $25.00 / Hour 

Posting Closing Date: 02/17/2025 

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Administrative Assistant I - OPS

Office of the Executive Director

State of Florida Division of Emergency Management

This position is located in Tallahassee, FL

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies.

FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hours a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, the agency conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate and communicate with our community stakeholders for a resilient Florida” along with our vision of, “Leading the Profession in building prepared and resilient communities”.

Position Overview and Responsibilities:

This is a full-time, eligible for benefits, position that serves as the Administrative Assistant to the Executive Director for FDEM as well as the Executive Management Team, which includes two Deputy Executive Directors, Chief of Staff, and General Counsel.

The specific core functions and responsibilities include, but are not limited to, the following:

• Process p-card purchases and validations in p-card works for the Executive Management Team.
• Assist in processing travel requests and reimbursements within the Statewide Travel Management System (STMS).
• Assist in preparing correspondence for the Executive Management Team including memorandums and weekly reports.
• Provide administrative support to coordination, editing, preparation, and completion of work products.
• Monitor assignments and special projects until completion and keep all informed, as necessary.

Knowledge, Skills, and Abilities:

• Demonstrate organizational and administrative skills, including knowledge of filing and electronic records management.
• Demonstrate the ability to communicate effectively, both orally and in writing
• Ability to compose, review, and edit correspondence for grammatical and formatting corrections.
• Excellent listening skills.
• Knowledge of the State of Florida travel procedures.
• Ability to perform research and prepare reports.
• Excellent skills in the use of the Microsoft Office Suite.

Minimum Qualifications:

• Two years of experience in providing administrative assistance at an executive level, arranging and managing travel, processing p-card charges and validations, as well as auditing.

Special Notes:

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

The Florida Division of Emergency Management (FDEM) is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. FDEM appreciates the service and sacrifices made by veterans and their family members. Further, FDEM recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.

FDEM is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes. 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 FDEM Human Resources Office at (850) 815-4177. FDEM requests applicants notify HR 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.

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

The State of Florida and the FDEM participate in E-Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

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.

Salary : $20 - $25