ADMINISTRATIVE ASSISTANT III-SES

Requisition No: 848360

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT III-SES - 48003196

Pay Plan: SES

Position Number: 48003196

Salary: $39,321.81 - $41,286.85

Posting Closing Date: 03/16/2025

Total Compensation Estimator Tool

Florida Department of Education

Division of Public Schools

Location: Tallahassee Turlington Building

Position Title: Administrative Assistant III (SES)

Salary Range: $39,321.81 - $41,286.85

CANDIDATES ARE TYPICALLY HIRED AT THE MINIMUM SALARY

This advertisement may be used to fill multiple vacancies up to six months.

APPLICATION INFORMATION & HIRING REQUIREMENTS

Application Information:

• Your Candidate Profile (application) must be complete in its entirety.
• Work History (in easy to review chronological order) Consists of:
  • Any position held by a State of Florida Agency
  • Any position held by a Florida University
  • All periods of employment from high school graduation
  • All periods of current or prior unemployment
  • Gaps 3 months or more must be accounted for*
  • Any Education
  • Any Volunteer Experience
  • Your resume and application must match
• • Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will be converted to your official application.
• Include supervisor names and phone numbers for reference checks or the contact information for your Human Resources office to verify current or former employment.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.

Hiring Information and Requirements:

• The Bureau of Personnel Management reviews every application for prior State of Florida and Florida University work history in the People First system.

• If claiming Veteran’s Preference, the candidate MUST attach supporting documentation such as the DD214 and your VA Letter that reflects level of disability if applicable. Applicable to career service positions only.
• If claiming Right to First Interview, the candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions. Applicable to career service positions only.

If you are missing any of the items above, your packet may be held up at the final review step.

NOTE: Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

JOB DESCRIPTION:

This is a highly professional position responsible for coordinating a variety of administrative tasks for the Division of Public Schools (DPS) Office of the Senior Chancellor to include: managing electronic dissemination of Commissioner’s Correspondence System (CorrFlow); primary point of contact for distribution of the FDOE’s weekly memo via the Paperless Communication System statewide and responds to inquiries regarding same: assigning DPS numbers to staff for memos utilizing a tracking system; assisting staff with processing and routing internal correspondence, tracking all documents routed to Senior Chancellor for review/signature, and assists with answering phones. This position requires excellent communication skills in dealing with the public and internal customers. Proficiency in state-related programs such as MFMP, STMS, and WORKS is preferred. This is a great opportunity for someone who shows initiative, is highly professional, organized, detail-oriented, and communicates effectively both verbally and in writing.

DUTIES & RESPONSIBILITIES:

(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

The Florida Department of Education (FDOE) has an open position that is responsible for executing the following functions:

• Provides direct support to Senior Chancellor’s office and the Office Manager by ensuring office efficiency, productivity, and that deadline’s are met
• Demonstrates strong interpersonal and organizational skills
• Always maintains confidentiality
• Monitors Outlook calendars for DPS leadership and schedules/coordinates internal meeting set-up including conference rooms, equipment and technology
• Prepares travel authorizations and reimbursements for senior leaders as requested
• Serves as point of contact, prepares and distributes the DPS Weekly Memo statewide and manages the CorrFlow process for the office
• Answers telephone, screens and routes calls as appropriate for the Office of the Senior Chancellor and responds to inquiries for information which may involve research and interpretation of policies and procedures
• Assists visitors in obtaining information or answering questions which may involve the interpretation of policies and procedures
• Responds to correspondence and emails of a general nature on behalf of the office as directed
• Maintains files for projects underway, records of current division policy and procedures, and maintains correspondence files
• Prepares and submits MFMP purchase orders, including registration fees, education materials, office supplies, etc. as needed by the Senior Chancellor’s Office. Assisting in managing office inventory

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of administrative principles and practices
• Knowledge of office operations, procedures and practices
• Knowledge of the principles and techniques of effective communication
• Knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Ability to collect, evaluate, and analyze data relating to administrative functions, such as accounting, personnel, purchasing, or report writing
• Ability to prepare correspondence and administrative reports
• Ability to understand and apply applicable rules, regulations, policies, and procedures
• Ability to use problem-solving techniques
• Ability to work independently
• Ability to plan, organize, and coordinate work assignments
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective working relationships with others

WHO WE’RE LOOKING FOR:

The ideal incumbent must be productive under tight timeframes, balance multiple and competing priorities, and maintain goal-directed behavior and performance sometimes under stressful conditions. The incumbent must interact courteously with others. The performance and behavior of all employees must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unity. Attendance is an essential function.

MINIMUM QUALIFICATIONS

• 3 to 4 years of office support experience

DIVISION OF PUBLIC SCHOOLS MISSION STATEMENT:

The Division of Public Schools is dedicated to ensuring a high-quality educational experience for all students and providing Florida’s teachers and principals with the training and tools they need to increase student achievement.

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

LEAVE INFORMATION:

• • Annual Leave - Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.
  • Sick Leave - Employees in Senior Management Service and Selected Exempt Service positions shall be credited with 104 hours of sick leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of initial appointment.

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. You will be required to provide your Social Security Number to conduct required verifications. No applicant for a designated position will be employed, contracted or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department. Level 2 background screening shall include, but not be limited to, finger printing for all purposes and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records check through the Federal Bureau of Investigation, and local criminal records checks through local law enforcement.

SELECTIVE SERVICE SYSTEM (SSS) AND REQUIREMENT

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the Selective Service website.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287

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.