DOS - OPS ADMINISTRATIVE ASSISTANT - 45945090

State of Florida • Tallahassee, FL

1d

About The Position

The Department of State’s Division of Historical Resources, Director’s Office, is hiring an Administrative Assistant to provide administrative and operational support to the Federal and State Compliance and Review Section. The Section supports the State Historic Preservation Officer in administering federal and state historic preservation responsibilities. It reviews projects subject to laws including Section 106 of the National Historic Preservation Act and Chapter 267, Florida Statutes, and coordinates with agencies, applicants, and other stakeholders to address historic preservation considerations in project planning and decisions.

The role includes managing shared inbox submissions and project records, supporting correspondence and review-material routing, and performing general office administration. It also supports workflow improvements, recruitment reference checks, and responses to routine public inquiries. A Level 2 criminal background check, including fingerprinting, is a condition of employment.

Requirements

• High school diploma or equivalent.
• At least one year of office, data entry, or customer service experience; college education from an accredited institution or vocational training may substitute for experience.
• Proficiency in standard office software.
• Submit a current resume and cover letter detailing how the applicant’s skills and experience align with the position.
• Responses to qualifying questions must be clearly supported in the applicant’s employment history.
• A Level 2 criminal background check, including fingerprinting, is a condition of employment.

Nice To Haves

• Experience with State of Florida government operations.
• Experience with office management and administrative duties.
• Experience with customized tabular spreadsheet scripts and statistical charting.
• Experience with Geographic Information Systems software.

Responsibilities

• Monitor and organize the section’s shared email inbox, log projects in the project tracking database, and assign submissions to appropriate staff according to established procedures.
• Maintain accurate project records and support timely routing of correspondence and review materials.
• Process and distribute mail, route telephone calls, manage calendars, schedule appointments, monitor office supplies, and prepare correspondence.
• Maintain electronic and physical filing systems, update data, and prepare spreadsheets.
• Review documents, records, and tracking logs to identify workflow issues and assist with improvements to administrative processes.
• Support recruitment activities by conducting and documenting employment reference checks.
• Respond to routine public inquiries regarding department programs and procedures and direct technical questions to appropriate staff.
• Assist with special assignments and perform other related duties as assigned.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED