ADMINISTRATIVE ASSISTANT I

Requisition No: 883366 Agency: Environmental Protection Working Title: ADMINISTRATIVE ASSISTANT I - 37010952 Pay Plan: Career Service Position Number: 37010952 Salary: Annual Salary Range: $34,760.00 - $35,500.08 (commensurate with experience) Posting Closing Date: 09/14/2026 Total Compensation Estimator Tool ADMINISTRATIVE ASSISTANT I - 37010952 State of Florida This position is located in Tallahassee, FL Position Overview And Responsibilities This is a full-time, Administrative Assistant I, in-office position with a work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. The AAI serves as the administrative support for the Division and all program areas to facilitate daily operations and program effectiveness. The incumbent will assist in coordinating program-specific activities, events, and/or meetings, including preparation of agendas, materials, and follow-up documentation. Track and manage program related documents, including forms, records, reports, and compliance materials. Support special projects and other administrative tasks as assigned by Division Leadership. In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department’s Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures and/or general orders applicable to performing the duties of this position. The employee is expected to identify and meet the needs of customers in order to provide excellent customer service. Coordinate and process purchasing requests for the Division in accordance with organizational policies. Track and maintain records for all purchase orders and ensure timely follow-up on outstanding requests. Monitor the Division’s Shared Services mailbox and ensure timely responses, routing, or handling of incoming messages. Log, track, and manage the Division’s Priority Scans and ensure accurate documentation and delivery. Set-up and reset new hire workspaces, ensuring they are fully equipped and ready prior to arrival. Maintain inventory of office supplies and onboarding materials for new employees. Prepare and route welcome cards for new employees, ensuring timely delivery. Maintain records of distributed welcome cards and follow-up to ensure the new hires receive them. Within the first week of employment, email new hires to collect information for the Quarterly New Hire Assist with workspace organization and coordination of minor facilities-related requests. Review scanned documents to ensure accuracy, completeness, and compliance. Identify and document errors or inconsistencies, and follow-up as needed to ensure timely corrections. Coordinate with Division IT staff to address necessary edits or updates in the Department’s databases. Maintain accurate logs and records of document reviews and corrections to support accountability and quality assurance efforts. Answer and route incoming calls to the appropriate Program staff. Provide general information and assistance to callers as requested and needed. Take messages accurately and ensure timely follow-up. Handling the distribution of incoming and outgoing mail for the Division, maintaining accuracy and timeliness. Provide general clerical support such as photocopying, scanning, and filing documents. Performs other duties as assigned. Required Knowledge, Skills, And Abilities Understanding of administrative and clerical procedures, including file management, recordkeeping, and general office operations. Familiarity with purchasing processes and vendor coordination. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other standard office software. Problem-solving skills with the ability to identify errors and follow through with corrections. Ability to work independently while also functioning effectively as part of a team. Ability to interact professionally with staff at all levels, including management, vendors, and external partners. Knowledge of entering and editing data into a computer system. Skill in handling telephone calls in a courteous and efficient manner. Ability to attend meetings and take notes/minutes. Ability to proofread documents; correcting grammar, spelling and punctuation as needed. Ability to organize files and other documents, analyze information and compile summary reports. Ability to plan, organize and prioritize work tasks, handle large workloads, meet specific deadlines, and work effectively under pressure. Ability to operate general office equipment. Strong written and verbal communication skills for professional correspondence and interactions with internal and external stakeholders. Minimum Qualifications At least two years of verifiable related experience . Post-secondary degrees from an accredited college or university may be used as an alternative for the required years of experience on a year-for-year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees. Valid Driver’s License Position Of Special Trust Requirement This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position. Pay Annual Salary Range: $34,760.00 - $35,500.08 (commensurate with experience) 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 advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. DEP encourages its leaders 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. Where You Will Work Tallahassee, Florida’s Capital City, lined with rolling hills, oak trees, and canopied roads combine old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. 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. Benefits 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 ); Tuition waivers; Total Compensation Estimator Tool And more! For a complete list of benefits, visit Special Notes DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferable 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: View email address on click.appcast.io View email address on click.appcast.io 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 DEP Human Resources (HR) Office at View phone number on click.appcast.io. DEP requests applicants notify HR in advance to allow sufficient time to provide the accommodation. 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 View phone number on click.appcast.io). 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. #J-18808-Ljbffr