DOS - EXECUTIVE ASSISTANT I - SES - 45000084

State of Florida • Tallahassee, FL

2d • Onsite

About The Position

The Department of State, Division of Elections, Director’s Office is seeking an Executive Assistant I. This position serves as the principal assistant and division coordinator for the Division Director and Assistant Director, performing confidential special assignments. The role assists in planning and formulating policies and procedures to ensure efficient and effective division operations, and coordinates work assignments for office staff. Responsibilities include coordinating meetings, handling correspondence, answering inquiries, serving as an HR liaison, and coordinating all travel arrangements. The position also processes various administrative functions related to certifications, mail ballot elections, website updates, and office supply coordination. Additionally, the Executive Assistant I assists with special projects and annual publications, and may be required to access the Florida Voter Registration System (FVRS).

Requirements

• A high school diploma or its equivalent
• Four (4) years of administrative experience.
• Experience organizing and maintaining files
• Experience scheduling meetings, conference calls, preparing agendas and meeting materials.
• Experience using MS Word, Excel, PowerPoint, and Outlook
• Proficiency using Microsoft Word, Excel, PowerPoint, and Access.
• Knowledge of and ability to apply state travel and personnel rules and regulations.
• Ability to independently communicate both verbally and in writing.
• Skilled in the use of Adobe products, such as Design and Acrobat Professional.

Nice To Haves

• Ability to read Spanish
• Ability to write Spanish
• Ability to speak Spanish

Responsibilities

• Serves as the principal assistant and division coordinator for the Division Director and Assistant Director.
• Performs confidential special assignments.
• Assists in planning and formulating policies and procedures to ensure the division operates as efficiently and effectively as possible.
• Assists in the coordination of work assignments for the Division of Elections' office staff, as required.
• Coordinates meetings, including scheduling, sending meeting invitations, reserving and setting up meeting locations, and preparing meeting materials.
• Routes, processes, and files incoming and outgoing correspondence.
• Answers inquiries from internal and external sources.
• Serves as HR liaison.
• Coordinates all travel arrangements, including travel authorizations and requests for travel expense reimbursements for the Division.
• Processes multiple program administrative functions, including applications for certification of Supervisors of Elections' special qualification salary, record keeping of supporting documentation for continuing education credits, grading certification tests, and drafting initial and renewal certification letters and certification certificates.
• Drafts approval of requests for mail ballot elections.
• Serves as main support for website changes, Div Elections inbox, and DOE office supply coordination.
• Assists on special projects and annual publications, such as voter guide; SOE guide to reports, downloads and uploads; highlighted election code; constitutional amendment publications; poll worker curriculum; and polling place manual updates.
• Perform other work-related duties as required, including accessing the Florida Voter Registration System (FVRS) to perform necessary duties to view or enter registration data in FVRS.

Benefits

• A Level 2 criminal background check is a condition of employment.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED