Agency: Agriculture and Consumer Services
Working Title: ADMINISTRATIVE ASSISTANT III-SES - 42001212
Salary: $34,501.48 - $37,951.68
Posting Closing Date: 03/09/2018
ADMINISTRATIVE ASSISTANT III - SES
FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
DIVISION OF PLANT INDUSTRY
***OPEN COMPETITIVE OPPORTUNITY***
Dr. Trevor Smith
Director, Division of Plant Industry
A bachelor's degree from an accredited college or university and three (3) years of administrative experience.
A master's degree from an accredited college or university can substitute for one year of the required experience.
Administrative or clerical experience can substitute on a year-for-year basis for the required college education.
An equivalent combination of education and experience which equals seven (7) years can substitute for the above requirements.
Possession of a valid Driver License.
Applicants must complete all fields in the Candidate Profile. Work history,
hours worked and formal education are required to be considered in
qualifying for this position. Responses to Qualifying Questions must be
verifiable in the Candidate Profile. Resumes and other documentation
can be attached to provide additional information.
The Florida Department of Agriculture and Consumer Services values
and supports employment of individuals with disabilities. Qualified
individuals with disabilities are encouraged to apply.
Occasional travel is required.
Must obtain Notary Public Certification within six (6) months of appointment.
Successful applicant must pass a background screening, including fingerprinting, as a condition of employment.
GENERAL STATEMENT: This position is a professional and confidential position that serves as the administrative assistant to the Director of the Division of Plant Industry. The position requires the exercise of discretion and independent judgment to accomplish tasks of a complex nature with minimal supervisor.
Responsible for all administrative and information tracking duties for the Director, Assistant Director and Deputy Director, and the resolution of routine administrative matters. Works closely with the Division Director to assign, set deadlines and track important projects to completion, including the budget. Greets a variety of callers from other bureaus and offices and from outside the division, ascertains the purpose of their visits and then personally handles the matter; refers the caller to the proper bureau, or arranges an interview for the caller with the appropriate administrative official. Makes decisions on administrative matters. Assists the Director with maintaining his calendar and appointments.
Reviews and assists in the development of policies and procedures for the division. Conducts research, prepares reports, provides data analysis and recommends courses of action as requested by the Director, Assistant Director and Deputy Director for the coordination and submission of division rules and law changes under the supervision of the Division Director. Interacts with Assistant Director, Bureau Chiefs, and legal staff to track status to adoption.
Receives, coordinates, and/or tracks completion of all public information requests. Compiles information, composes and submits the division's weekly activity summary to the Commissioner's Office on behalf of the Director.
Accepts and screens all local and long distance telephone calls for the Director. Places all long distance telephone calls. Maintains, secures and distributes contact information of cooperative organizations and individuals.
Files office correspondence and records, determining proper file designation to be used and sees that proper distribution of notices, memoranda, directives and related material is made. Prepares interoffice forms and expense reports for director. Collects and compiles information on miscellaneous projects.
Prepares, reviews and edits notes and correspondence on behalf of the director. This may include letters, reports, talks and articles for publication.
Receives, reads and routes incoming mail and assembles files and other material to facilitate reply by Director. Composes letters regarding routine matters and refers requests for information to other agencies when needed.
Provides recommendations to improve efficiency in the operation of the division and assists division managers and support staff in establishing uniform office procedures.
Prepares committee appointment recommendations, files meeting notices as appropriate in the Florida Administrative Record, and develops agendas for delivery to departmental committees and task forces, agency personnel and attorneys. Prepares minutes of meetings for approval.
Makes travel and hotel reservations and maintains itinerary of Director. Furnishes contact information where the Director may be reached when absent from the office.
Performs other related duties as required by Director.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of the principles and techniques of public information.
- Ability to communicate effectively verbally and in writing.
- Ability to create written correspondence for different audiences.
- Ability to use information technology including Microsoft Office 365 related products, including Word, Excel, PowerPoint and Outlook.
- Ability to use social media.
- Ability to establish and maintain effective working relationships with others within the division and department as well as outside.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
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 (1-866-663-4735). 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.
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