DOS - EXECUTIVE ASSISTANT I - SES - 45001075

State of Florida • Tallahassee, FL

1d • Onsite

About The Position

This position serves as the executive assistant for the Director of the Office of Election Crimes and Security (OECS) within the Department of State. The role involves providing comprehensive administrative and clerical support, including managing email accounts, maintaining the Director's calendar, coordinating with law enforcement and other officials, handling correspondence, preparing reports, processing invoices, ordering supplies, managing electronic case files, coordinating travel arrangements, and assisting with special projects.

Requirements

• 5 years of administrative experience.
• A bachelor’s degree can substitute for 4 years of experience.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Ability to effectively manage time and prioritize workload issues.
• Ability to write professionally using proper spelling, grammar, and punctuation.
• Possesses strong organizational skills and attention to detail.
• Skilled in utilizing computers, printers, scanners, and photocopier machines.
• Ability to professionally and effectively communicate, both verbally and in writing, with other Department staff, management, members of the public, and officials at all levels.
• Ability to operate the telephone system and respond to calls promptly and professionally.
• Ability to prepare correspondence and reports.
• Knowledge of office procedures and practices.
• Ability to maintain an orderly office environment.
• Ability to develop and maintain positive and productive working relationships with others.
• Ability to exercise discretion and confidentiality.
• A Level 2 criminal background check is a condition of employment; must provide fingerprints for a criminal background check by the Florida Department of Law Enforcement and the Federal Bureau of Investigation.

Responsibilities

• Maintains the email accounts on behalf of the Director and OECS by organizing incoming mail and drafting responses.
• Maintains the Director’s calendar to include arranging conference calls and meetings.
• Sends documents to and requests documents from law enforcement, Supervisors of Elections, and other officials.
• Coordinates the overall administrative and clerical functions of OECS. This may include, but is not limited to, preparing, composing, routing, and tracking correspondence; answering and returning phone calls; filling out administrative paperwork; preparing reports; processing invoices; ordering office supplies; and adding documents and case statuses to OECS’s electronic case file management database.
• Coordinates all travel arrangements for the Director.
• Coordinates handling of all special projects for the Director.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level