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Job description
Administrative Assistant III - Salary: $40,320.81 - $42,336.86Location: Turlington – Tallahassee, FloridaOffice Contact: Laishka Popoca, Job Description: This position independently performs a full range of advanced level administrative support duties under the limited supervision of the Chief of Exceptional Education and Student Services, Division of Public Schools. The incumbent serves as primary executive support to the Bureau Chief and holds multiple bureau-wide functional roles, including Equipment Manager, Records Management Liaison Officer, and Chief Floor Warden for the Bureau of Educator Recruitment, Development, and Retention. The position also serves as backup to staff assistants within the Bureau.Duties & Responsibilities:Executive and Administrative OperationsPrepares, manages, and tracks all Purple Routing documents to ensure timely review, approval, and processing.Maintains detailed routing logs, monitors status, and proactively follows up with staff and leadership to prevent delays.Manages the Bureau Chief's calendar and monitors the email inbox to ensure timely communication, scheduling, and prioritization of critical matters.Tracks all correspondence to ensure deadlines are met and materials are forwarded to appropriate recipients.Prioritizes, prepares, and reviews documents for grammatical accuracy, formatting consistency, and adherence to departmental correspondence procedures.Personnel and Human Resources LiaisonServes as the Bureau's Personnel Liaison, coordinating all personnel-related matters and providing weekly updates regarding active deadlines.Assists supervisors with preparation and tracking of annual performance evaluations to ensure completion before deadline.Creates and maintains position requisitions in the People First System.Prepares and submits complete classification action request packages ensuring all required documents are completed.Updates and maintains official position description files.Coordinates and completes onboarding activities for new hires, including workspace setup, IT ticket submission and tracking, system access, equipment distribution, and compliance requirements.Maintains personnel records for all Bureau staff.Establishes system access and coordinates mandatory training (STMS, WORKS, MFMP) to ensure compliance with Department policies.Serves as the Bureau Timekeeper, maintaining attendance and leave records, ensuring timely submission of timesheets, and monitoring leave without pay to prevent salary overpayments.Leadership and Staff SupportCo-leads monthly support staff meetings and communicate feedback from the Leadership Team.Provides training and ongoing guidance to support staff on assigned duties, Bureau procedures, and Department policies to ensure operational consistency and compliance.Responsible for the disposal and retention of records and files within the Bureau.Provides backup coverage for the office mainline phone as needed.Fiscal and Procurement FunctionsTravel Authorization Preparation/Submission-Coordinates, prepares and processes travel authorizations and reimbursements.Responsible for coordinating travel logistics and itineraries.Track travel expenditures and project estimated cost for planning purposes.Creates and submits purchase requisitions in MyFloridaMarketplace (MFMP).Tracks budget allocations, encumbrances, expenditures and brief the supervisor.Prepares, tracks, amends, cancels or close-out purchase orders and p-card transactions.Ensure that the procurement of services and commodities are accurate and received timely.Maintains vendor contracts for equipment maintenance and related services.Professional Learning and Event CoordinationCoordinates and prepares all logistical and administrative components for Professional Learning events conducted by the Bureau for Local Education Agencies (LEAs) and Bureau staff.Edits and formats documents and PowerPoint presentations to ensure professional quality and accuracy.Prepares binders, folders, and materials for events, including materials required by the Bureau Chief.Tracks event attendance, maintains participation records, and manages participant inquiries.Assists with routing documentation related to food service for LEAs and stakeholders.Compliance and Safety RolesServes as the Bureau's Chief Floor Warden, attending safety meetings and coordinating fire drills and emergency evacuation procedures.Serves as Equipment Manager, ensuring all Bureau equipment is inventoried, maintained, and accounted for.Serves as Records Management Liaison Officer, ensuring compliance with legal and regulatory standards by maintaining secure and organized records.Additional ResponsibilitiesPerforms other duties as assigned.Minimum Qualifications:Ability to communicate effectively including verbal and written communication. One to two years of administrative experience. Educational substitutions are available.Florida Department of Education Mission Statement: Every day the Department of Education works hand in hand with parents, teachers, educators, and community members to improve Florida's education system for students of all backgrounds and abilities. The FDOE's mission for Florida's Early Learning-20 education system is to increase the proficiency of all student within one seamless, efficient system, by allowing them the opportunity to expand their knowledge and skills through learning opportunities and research valued students, parents, and communities.Working for the State of Florida has benefits! State Group Insurance coverage options+ Nine paid holidays and a Personal Holiday each year Student Loan Forgiveness Program (Eligibility required) Tuition Fee Waivers (Accepted by major Florida colleges/universities) Retirement plan options, including employer contributions ( ) Annual and Sick Leave Benefits Flexible Spending Accounts Ongoing comprehensive training provided Career Growth Maternity and Parental Leave Benefits Highly skilled, professional environment
Worksite address
tallahassee, FL, 32399, US
Who can apply
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