STAFF ASSISTANT - 42000423 (FOR INTERNAL AGENCY EMPLOYEES ONLY)

State of Florida • Tallahassee, FL

3d • $40,000 - $45,000

About The Position

STAFF ASSISTANT
FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
OFFICE OF AGRICULTURE TECHNOLOGY SERVICES
INTERNAL AGENCY OPPORTUNITY--ONLY CURRENT EMPLOYEES OF THE FLORIDA DEPARTMENT OF
AGRICULTURE AND CONSUMER SERVICES WILL BE CONSIDERED.
CONTACT:Ashtin Brownell(850) 617-7699
MINIMUM REQUIREMENTS:A high school diploma or its equivalent and three (3) years of secretarial or clerical work experience.Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours (1 year) for each year of the required work experience.College education from an accredited institution can substitute at the rate of 30 semester (1 year) or 45 quarter hours (1 year) for each year of the required work experience.EDUCATIONAL NOTE: Graduates utilizing education attained in the United States to meet the minimum requirements of a position will not be appointed until verification of the applicable degree has been obtained. Foreign trained graduates utilizing a degree attained outside of the United States to meet the minimum requirements of a position must be prepared to provide a copy of a credential evaluation conducted by an Approved Credential Evaluation Agency.  A list of approved agencies can be viewed at “Approved Credential Evaluation Agencies, Florida Department of Education.” Approved Credential Evaluation Agencies (fldoe.org) Requires possession of a valid Class E Driver License.
ATTENTION CANDIDATES
To be considered for a position with the Florida Department of Agriculture and Consumer Services:

All fields in the Candidate Profile must be completed (an attached resume is not a substitution for the information required on the candidate profile).
Work history, duties and responsibilities, hours worked, supervisor, and formal education fields, etc. must be filled out to determine qualifications for this position.
Responses to Qualifying Questions must be verifiable in the Candidate Profile.

The Florida Department of Agriculture and Consumer Services valuesand supports employment of individuals with disabilities. Qualifiedindividuals with disabilities are encouraged to apply.
ADDITIONAL REQUIREMENTS:This position may be activated to support Emergency Support Function (ESF) operations and respond to emergencies, including natural disasters or other types of incidents, as needed, which may require working overtime or outside of regular business hours.
NOTES:To maintain fairness and integrity, applicants are required to provide honest and authentic responses during all stages of the evaluation and selection process. Applicants must rely on their own personal knowledge, thoughts, and impressions. A candidate’s use of Artificial Intelligence (AI) tools to answer qualifying questions or participate in interviews will be taken into consideration when determining qualification for the position.Successful applicant must pass a background screening, including fingerprinting, as a condition of employment.
JOB DUTIES:The Staff Assistant supports the Office of Agriculture Technology Services (OATS) Director’s Office by performing a broad range of office support, records, and procurement tasks that enable efficient operations and high-quality service to internal and external stakeholders. This position assists the Division Public Records Liaison, coordinates and tracks public records requests in alignment with applicable laws and departmental policies, and provides day-to-day support for administrative operations, purchasing, and invoice management. The Staff Assistant ensures timely, accurate document handling; maintains organized records; and assists in administrative workflows that advance FDACS’s mission of safeguarding Florida’s agriculture and supporting consumers.

Requirements

• A high school diploma or its equivalent and three (3) years of secretarial or clerical work experience.
• Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours (1 year) for each year of the required work experience.
• College education from an accredited institution can substitute at the rate of 30 semester (1 year) or 45 quarter hours (1 year) for each year of the required work experience.
• Graduates utilizing education attained in the United States to meet the minimum requirements of a position will not be appointed until verification of the applicable degree has been obtained.
• Foreign trained graduates utilizing a degree attained outside of the United States to meet the minimum requirements of a position must be prepared to provide a copy of a credential evaluation conducted by an Approved Credential Evaluation Agency.
• Requires possession of a valid Class E Driver License.
• Knowledge of computer software, including applications, other tools that support performance of position duties, proficiency in Microsoft Office Suite and software products, particularly Word, PowerPoint, Excel, Outlook, Teams, OneDrive, and SharePoint.
• Knowledge of administrative office practices and procedures, including records management, correspondence standards, and meeting logistics.
• Knowledge of public records processes and requirements; familiarity with tracking, intake, coordination, and response best practices.
• Knowledge of file organization and retention practices for both electronic and paper records.
• Strong organizational and time management skills with the ability to manage multiple priorities and meet firm deadlines.
• Skill in tracking and documenting workflows (e.g., spreadsheets, shared trackers, dashboards).
• Skill in proofreading and attention to detail, ensuring accuracy and completeness of documents.
• Ability to interpret and apply departmental procedures, administrative guidelines, and workflow instructions.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Ability to learn and use agency systems (e.g., procurement, budget, and records platforms) quickly and effectively.
• Ability to use sound judgment in prioritizing tasks.
• A proactive approach to identifying opportunities for improvement and innovation

Responsibilities

• Provides routine administrative support including scheduling, meeting coordination, travel logistics, correspondence preparation, file management, and routing for signatures.
• Ensures accuracy and timeliness in document routing; maintains workflow trackers/dashboards; supports report and presentation preparation for senior leadership.
• Maintains organized electronic and physical filing systems to enable efficient retrieval and compliant retention of critical documents.
• Serves as a courteous, professional point of contact for internal staff, external partners, and the public; responds to inquiries and escalates issues as appropriate.
• Initiates/retains purchase requisitions for supplies/services; tracks purchase orders and vendor billing receipts; adheres to purchasing deadlines, follow-up schedules, and required documentation.
• Assists with organizing and maintaining records related to purchase orders, invoices, and procurement documents; ensures timely routing, approvals, and retention consistent with department standards.
• Supports the Public Records Liaison by coordinating, tracking, and facilitating responses to public records requests; maintains request logs and correspondence; ensures compliance with applicable laws, rules, and departmental procedures; and supports quality control for responses and redactions as directed.
• Uses Microsoft 365 E-Discovery to investigate and search for public records.
• Assists with recruitment/hiring, time sheets, workers’ compensation, employee leave and payroll issues, CAPAS, temporary services employee, classification, etc.
• Performs related work as required, which will include, but not be limited to, adherence to the policies and procedures of the department’s Information Resource Security Program (Chapter 8 – department’s Supervisory Manual) and allocates time as requested for Disaster Recovery activities.

Benefits

• 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 visit www.myfrs.com;)
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

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