Administrative Assistant Ii - 37010758

Requisition No: 842559 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT II - 37010758

 Pay Plan: Career Service

Position Number: 37010758 

Salary:  $40,000 - $45,000 

Posting Closing Date: 12/12/2024 

Total Compensation Estimator Tool

 

 

Administrative Assistant II

State of Florida

Department of Environmental Protection

OPEN COMPETITIVE

 

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship – protecting our air, water and land. The vision of DEP is to create strong community partnerships, safeguard Florida’s natural resources and enhance its ecosystem. 

 

The Work You Will Do:

DEP’s Office of Technology and Information Services (OTIS) is currently recruiting for an Administrative Assistant II.  This position plays a crucial role in supporting the CIO and the leadership team in managing daily operations, strategic initiatives, and administrative tasks. This position requires exceptional organizational skills, the ability to handle confidential information with discretion, and excellent communication abilities. The recommended candidate must demonstrate strong relationship and interpersonal skills while working with program staff, as well as internal and external customers. The incumbent of this position will represent OTIS and must be helpful, cooperative, polite, respectful, and courteous at all times in the interactions with customers.  

 

The Difference You Will Make:

DEP relies heavily on science and technology in order to meet its mission and continually advances modern methods, platforms and innovations for this purpose. Examples at DEP include an application architecture leveraging Azure Kubernetes, a cloud-based server infrastructure, an industry leading data analytics platform, and an advanced security management solution.

 

How You Will Grow:

DEP encourages its employees to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly. OTIS has an extensive training program, including courses and certifications, that provide staff with the ability to build upon existing skills and remain current on job-related information technologies.  Examples of certifications recently earned by staff include, but are not limited to:

 

• CompTIA A+, Security+, Network+
• Certified Information Systems Security Professional (CISSP)
• PMP®; ScrumMaster
• Florida Certified Public Manager (CPM)
• GISP® (Certified GIS Professional)
• Microsoft Certified DevOps Engineer, Azure Solutions Architect
• Oracle Certified Professional
• Florida Certified Contract Manager (FCCM)
• Florida Certified Contract Negotiator (FCCN)

 

Where You Will Work:

This position is in Florida’s capital city, Tallahassee, which is lined with rolling hills, oak trees, and canopied roads.  Tallahassee is a mid-sized city in the heart of Florida’s Big Bend that combines old world charm with a modern pace of life. Home to two major universities as well as a community college and state government, Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career.

 

This is an on-site position.

 

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

 

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);
• Flexible Spending Accounts;
• Tuition waivers;
• And more!

 

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

 

Pay:  $40,000 - $45,000, based upon experience

 

Your Specific Responsibilities:

Specific duties and responsibilities include:

• Administrative Support: Provide comprehensive administrative support to the CIO, including calendar management, meeting coordination, and travel arrangements; provide administrative support to OTIS staff; manage OTIS’ main phone line.
• Communication: Serve as a liaison between the CIO, internal departments, and external stakeholders, ensuring effective communication and information flow.
• Project Management: Assist in the planning and execution of strategic initiatives and special projects, monitoring progress and ensuring timely completion.
• Documentation and Reports: Prepare, review, and distribute documents, reports, and presentations for the CIO and leadership team.
• Meeting Coordination: Organize and manage meetings, including preparing agendas, taking minutes, and following up on action items.
• Conference Room Scheduling: Schedule and coordinate conference room bookings to facilitate smooth and efficient meetings.
• Mail Processing: Manage incoming and outgoing mail, including sorting, distributing, and responding to correspondence as appropriate.
• Facilities Work Orders: Manage and process building work orders, ensuring timely resolution of maintenance and facility-related requests.
• Shared Inbox Management: Oversee and manage the shared inbox, ensuring timely assignment of incoming emails.
• Safety Program Manager: Serve as OTIS’ safety program manager, ensuring compliance with safety protocols, organizing safety training sessions, and addressing any safety concerns within OTIS.
• Training Liaison: Serve as co-training liaison (TL) for OTIS; enter monthly training completions into the People First Learning Management System (PF LMS); attend TL meetings; schedule and track OTIS-sponsored trainings in the PF LMS.
• Other: Performs related tasks as required.

 

Attendance is an essential function of the position.

 

Required Knowledge, Skills, and Abilities:

• Knowledge of basic office principles and practices.
• Advanced knowledge of Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while juggling multiple and competing priorities.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
• Ability to organize data into logical format for presentation in reports, documents and other written materials.
• Ability to take clear and concise meeting minutes.
• Ability to conduct fact-finding research.
• Ability to utilize problem-solving techniques.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to operational and management analysis activities.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with others.

 

 

Preferred Qualifications:

Applicants may be given preference for the following:

• Advanced experience with Microsoft Office Suite products
• Experience with the Statewide Travel Management System (STMS)
• Experience with Bank of America (BOA) Works system
• Experience updating and maintaining SharePoint pages and lists
• Experience with People First Learning Management System (LMS)

 

Other Job-Related Requirements for this Position:

 

POSITION OF SPECIAL TRUST REQUIREMENT:

This position is designated as a Position of Special Trust in accordance with DEP-422 (Positions of Special Trust or Responsibility). Any applicant being considered for employment must successfully complete a Level 2 State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S.  No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.  

 

DEP 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 email addresses:

 

HR_VeteransPreference@dep.state.fl.us

HR_ER@dep.state.fl.us

 

 

 

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 clicking here.  All documentation is due by the close of the vacancy announcement.