ADMINISTRATIVE ASSISTANT I

Administrative Assistant I - 72000165

This is an on-site position located in Orlando, FL.

Position Overview and Responsibilities:

The incumbent in this position provides customer service support for the Orlando Group. The incumbent performs a variety of administrative duties and must independently handle office operations when needed.

Administrative Duties:

• Receives and processes daily mail, reviewing and routing accordingly.
• Receives and processes travel reimbursement vouchers for staff's vicinity, training, and travel.
• Maintains office files, processing all paperwork.
• Assists Facilities Manager in compiling data and completed forms for monthly operating reports.
• Processes personnel information as required.
• Orders and maintains office supplies.
• Fields tenant calls for cleaning service requests and complaints.
• Assists in conducting daily administrative activities and/or directions, special projects or activities with the Facilities Manager and maintenance staff.
• Assists Facilities Manager and maintenance staff as needed on various special projects, and for compiling of contract data for compliance and record maintenance (security, lawn care & custodial contracts).
• Performs special assignments for multiple properties as required.
• Interprets established policy and provides information for resolution of problems.
• Back up the following duties: Process monthly vehicle logs/WEX report. Process travel authorizations and reimbursements. Process or assist with MFMP orders and invoices. Purchasing Duties:
• Coordinates collection and presentation of data for use in preparation of budgets.
• Installs budget control methods concerning all phases of budget.
• Keeps track of spreadsheets as directed for budget control.
• Receives requisitions and processes them through E Procurement System as applicable.
• Obtains and processes phone quotations for building repairs, materials, or services from vendors for all facilities.
• Follows up on status of orders, ensuring their completion and approval in a timely manner.
• Phone calls to coordinate scheduling of services and payment of such with vendors.
• Prepare and process daily transmittals for VISA payments to vendors for all sites.
• Other Miscellaneous Duties:
• Serves as the point of contact for the DMS office for the Tampa Group, conducting themselves in a courteous and professional manner.
• Represents the department when dealing with agency tenants, clients, and the general public.
• Processes and coordinates tenant signage requests.
• Books conference rooms to be used by tenant agencies, processing applications for After Hours Use of Facility.
• Processes Sonitrol security access requests for tenants, issues corresponding access cards.

Knowledge, Skills, and Abilities:

Knowledge of office procedures and practices. Knowledge of the methods of data collection. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to work independently. Ability to utilize problem-solving techniques. Ability to plan, organize and coordinate work assignments. Ability to establish and maintain effective working relationships with others. Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): Valid and applicable driver's license is required.

Minimum Qualifications:

Three years of secretarial or clerical work experience. Valid driver's license.

Our Organization and Mission:

Under the direction of Governor Ron DeSantis, Secretary Tom Berger and DMS' Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida's state government. It is against this backdrop that DMS strives to demonstrate its motto, "We serve those who serve Florida."

The Benefits of Working for the State of Florida:

State of Florida employees enjoy top tier benefits offerings including comprehensive health coverage to meet the needs of you and your family while maintaining low deductibles and low monthly out-of-pocket contributions. State employees also enjoy the option of selecting between two retirement options, including the FRS Pension Plan and the FRS Investment Plan. As an additional benefit, state employment affords you the opportunity to take part in the tuition waiver program within the state university and community college systems. For a more complete list of benefits, please click here.

Special Notes:

DMS 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 agency recruiter for guidance and answers to questions through the following email addresses provided: 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. For purposes of requesting reasonable accommodations, as mentioned above, the agency hiring authority is the DMS Human Resources office, which the candidate can reach at View phone number on click.appcast.io.

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

Location: ORLANDO, FL, US, 32801