ADMINISTRATIVE ASSISTANT I 

Department of State, Division of Historical Resources

Bureau of Historical Museums, Museum of Florida History

State Personnel System

Salary:  $31,200

Posting Closing Date: 3/7/2023

For the full job description and to apply for this position please go to: DOS - ADMINISTRATIVE ASSISTANT I - 45000915 (myflorida.com)

Minimum Qualifications:

High School diploma or Equivalent.

Two years of office or administrative experience. A Bachelor’s degree can substitute for one year of experience.

Resume and cover letter detailing related experience.

Preferences:

Bachelor’s degree from an accredited university.

Experience in a cultural, non-profit, or educational, or government agency.

Duties and Responsibilities:

This position serves as Administrative Assistant I to the Museum of Florida History performing diverse and complex administrative activities requiring a high level of initiative and ability to work on multiple projects independently and simultaneously. The position is located in the Museum office requiring a high level of contact with staff, the public, and other Department personnel.

Manages the main office of the Museum of Florida History and coordinates administrative activities for the Museum and the Bureau Chief. Ensures that telephones are covered at all times between 8:00 am and 5:00 pm. Answers incoming phone calls, routes visitors and inquiries, and opens and distributes mail daily. Composes and files correspondence and reports, processes requisitions, purchases, and payments, and orders and maintains office supplies and equipment. Assists with management of Museum email and database.

Responsible for initiating requisitions and p-card requests for all state purchases and for processing information for payment. Determines coding and expenditure categories. Manages purchasing contracts. Collects and records information for monitoring and tracking expenditures, encumbrances, and payments and for oversight of financial and budgetary codes on financial documents. Monitors and projects spending to determine if sufficient budget and authority is available. Compiles performance and statistic measures monthly. Responsible for processing travel authorizations, and reimbursements. Works with Department staff to ensure timeliness and compliance with pertinent policies and procedures.

Works with Development Director in support of activities of the Museum's Citizen Support Organization (CSO) including but not limited to board meeting preparation and typing meeting minutes. Responsible for receiving, handling, and processing monetary receipts and maintaining hard copies and electronic records on all in-kind and monetary donations for the Museum and the Knott House. Drafts, mails, and files correspondence for members and donors and provides backup support for Gift Shop operations.

Serves as coordinator for reporting accidents and injuries and for DOS safety program and maintains communications with Gray Building security for coverage of museum programs and activities. Performs other duties as required, including special projects of the Museum.

Required Knowledge, Skills, and Abilities:

Knowledge of office procedures and practices, including paper and electronic filing and record-keeping.

Ability to prepare, track, and reconcile financial information.

Ability to manage contracts and track payments and deliverables and required reports.

Ability to communicate effectively orally and in writing.

Ability to use a personnel computer for research, correspondence, reports, spreadsheets, and database management.

Ability to research, write, edit, and prepare correspondence and administrative reports.

Ability to understand and apply appropriate rules, regulations, policies, and procedures.

Ability to utilize problem-solving techniques.

Ability to work independently.

Ability to assimilate information quickly.

Ability to plan, organize and coordinate work assignments.

Ability to establish and maintain effective working relationships with others, including the general public, and to work in a team environment.

Ability to work effectively in stressful situations.

Ability to exercise good customer service skills for internal and external customers.

Ability to follow Museum and Department policies and maintain established standards.

Proficiency in Microsoft Office programs, including Microsoft Word and Excel

Knowledge of database programs such as Access or Filemaker Pro.

Special Note:

Responses to qualifying questions must be clearly supported in your employment history.

Criminal Background Check:

A Level 2 criminal background check is a condition of employment.  If selected for this position, you must provide your fingerprints.  We will send your fingerprints to the Florida Department of Law Enforcement and the Federal Bureau of Investigation for a criminal background check.

Important Notices:

We are committed to enhancing our workforce through the employment of Veterans, individuals with disabilities and seek qualified candidates from diverse cultures and backgrounds, abilities, skills, and talents to join our inclusive workforce.

Male applicants born on or after January 1, 1960, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: https://www.sss.gov

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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.