STAFF ASSISTANT
Florida State Jobs, Tallahassee, FL, United States
Staff Assistant
Based upon assignment of responsibility by the Chief of Grants Administration and Compliance, this position provides quality and timely customer service to everyone and provides necessary support and staff assistance to the Bureau Chief, Regional Directors and team managers.
Duties and Responsibilities:
Handles daily, e-mails, correspondence and phone calls, greets and directs any visitors to proper destination, helps all customers in any way necessary to ensure their satisfaction.
Responsible for the creation and maintenance of accurate and organized documents; assists with PowerPoint presentation development, prepares outgoing correspondence as necessary.
Creates such documents, memos, letters and other printed materials using word processing applications and software programs in timely manner.
Perform employment/personnel related activities, forms and information.
Coordinates office coverage assuring that phones are covered at all times.
Maintains weekly schedule of program director and team managers.
Log and track all "Purple Slips" and "Green Slips" and other correspondence requiring program director sign-off.
Maintains office supplies, and purchases and any additional supplies as needed.
Maintains miscellaneous office equipment (copiers and printers).
Handles all travel materials and assists with travel and workshop arrangements; prepares accurate and correct travel itineraries upon request, ensures all backup material is attached to travel itineraries.
Keeps employee files of travel requests and reimbursement.
Maintains an accurate computerized budget for travel expenses in Grants Administration and Compliance.
Prepares meeting materials as requested, books, confirms and/or cancels meeting rooms, sleeping rooms, car rentals, and/or airline arrangements as needed and technical coordination of webinars and conference calls bureau wide.
Prepares monthly leave forms; develops and maintains an electronic and paper file for monthly leave reports for all assigned employees.
Responsible for Division- and Department-level work regarding all operational procedures related to these duties FLAIR, division-level approvals, travel preparation, purchase orders, requisitions, travel requests and reimbursements.
Maintains procedures related to central support services (e.g., purchasing supplies, equipment maintenance, facility needs, mail services, audiovisual services, processing of invoices).
Coordinates activities and changes in procedures.
Serves as the primary resource for processing all intra-agency work (the external office does not have access to the FLDOE main server/drives).
Provides training and assistance to all bureau-level administrative staff; participates in appropriate in-service training activities to promote professional development in order to meet the Department's overall goals and objectives.
Collaborates with the Bureau Chief, section directors within the Bureau of Grants Administration and Compliance, and the division-level Budget Officer to determine budgetary requirements and review expenditures.
Provides technical assistance to LEAs, local workforce development boards (LWDBs), and other applicants during the request-for-proposal process and as follow-up during the request-for-application process; supports staff responsible for providing advanced technical assistance to local recipients.
Works independently on special projects and/or assists in the completion of special projects, confidential assignments, or other activities as required by bureau- and section-level staff.
Works collaboratively with the Bureau Chief and staff on special projects requiring advanced skills in Microsoft WORD and EXCEL; utilizes the Microsoft Mail Merge functionality to streamline the processing of documents.
Responsible for maintaining accurate repository database records for Grant Management, which includes invoice and deliverables tracking, GRACE database entry and reconciliation, Bureau training related to the Florida Accountability Contract Tracking System (FACTS), FDOE ShareFile, SharePoint and other Department systems as necessary to stay current with changes to and expansion of the system.
Responsible for visual training webinar process, which includes, scheduling, equipment set-up, conducting, hosting, recording and transcriptions.
Employee complies with guidelines of Section 215.422, F.S., as it pertains to the direct responsibilities of this position and the Bureau of Grants Administration and Compliance.
Performs related work as assigned.
Communicates and consults with colleagues in content areas to ensure consistent and reliable exchange of knowledge and expertise.
Attendance is an essential function of this position.
Who We're Looking For:
The Division of Career and Adult Education is seeking a highly organized and adaptable professional who can effectively manage multiple priorities under tight and competing deadlines while maintaining a high level of accuracy and professionalism. The ideal candidate demonstrates strong interpersonal skills, communicates courteously, and contributes positively to team productivity and morale. This individual will provide comprehensive administrative and operational support, including managing correspondence, coordinating schedules and travel, preparing documents and presentations, maintaining organized records and tracking systems, and ensuring compliance with state and departmental procedures. The role requires the ability to work independently on complex assignments, support budget and grant-related processes, coordinate meetings and events, maintain office operations, and serve as a key resource for staff and external stakeholders. Proficiency in Microsoft Office applications, attention to detail, discretion with confidential information, and a commitment to customer service and consistent performance are essential for success in this position.
Knowledge, Skills and Abilities:
Knowledge of letter, report and tabular formats.
Knowledge of correct spelling, punctuation and grammar usage.
Ability to communicate both verbally and in writing.
Ability to establish and maintain effective working relationship with others.
Skills to use e-mail.
Skills to listening and asking appropriate questions.
Self starter, task oriented and flexible.
Ability to work with others effectively.
Analytical and problem-solving skills.
Critical thinking skills, professional judgment and maintain confidentiality.
Technology skills and advanced Word, Excel, Power Point, Access, and many other office products.
Minimum Qualifications:
Three years of working experience in a professional office environment.
Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, is required.
Ability to communicate effectively including verbal and written communication.
Preferred Qualifications:
Advanced proficiency in Microsoft Excel, Word and other Office 365 applications.
Experience supporting state or federal programs, grants administration, budgeting, or compliance activities.
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. Our site reflects this cooperative relationship and the role that so many Floridians play in ensuring student success. The FDOE's mission for Florida's Early Learning-20 education system is to increase the proficiency of all students within one seamless, efficient system, by allowing them the opportunity to expand their knowledge and skills through learning opportunities and research valued by students, parents, and communities.
Serving approximately 3 million students, 4,400 public schools, 28 colleges, 200,000 instructional staff, 46,000 college professors and administrators, and 340,000 full-time staff throughout the state, FDOE enhances programs and services for Florida's students from early learning through college and career development. In addition, FDOE manages programs that assist individuals who are blind, visually-impaired, or disabled succeed either in school settings or careers - encouraging independence and self-sufficiency. FDOE's goal is to hire individuals to provide: Higher Student Achievement Seamless Articulation and Maximum Access Skilled Workforce and Economic Development Quality Services.
Working for the State of Florida has benefits!
State Group Insurance coverage options (health, life, dental, vision, and other supplemental option)
Retirement plan options, including employer contributions (www.myfrs.com)
Nine paid holidays and a Personal Holiday each year
Annual and Sick Leave Benefits
Student Loan Forgiveness Program (Eligibility required)
Flexible Spending Accounts
Tuition Fee Waivers (Accepted by major Florida colleges/universities)
Ongoing comprehensive training provided
Career Growth
Highly skilled, professional environment
Maternity and Parental Leave Benefits
Based upon assignment of responsibility by the Chief of Grants Administration and Compliance, this position provides quality and timely customer service to everyone and provides necessary support and staff assistance to the Bureau Chief, Regional Directors and team managers.
Duties and Responsibilities:
Handles daily, e-mails, correspondence and phone calls, greets and directs any visitors to proper destination, helps all customers in any way necessary to ensure their satisfaction.
Responsible for the creation and maintenance of accurate and organized documents; assists with PowerPoint presentation development, prepares outgoing correspondence as necessary.
Creates such documents, memos, letters and other printed materials using word processing applications and software programs in timely manner.
Perform employment/personnel related activities, forms and information.
Coordinates office coverage assuring that phones are covered at all times.
Maintains weekly schedule of program director and team managers.
Log and track all "Purple Slips" and "Green Slips" and other correspondence requiring program director sign-off.
Maintains office supplies, and purchases and any additional supplies as needed.
Maintains miscellaneous office equipment (copiers and printers).
Handles all travel materials and assists with travel and workshop arrangements; prepares accurate and correct travel itineraries upon request, ensures all backup material is attached to travel itineraries.
Keeps employee files of travel requests and reimbursement.
Maintains an accurate computerized budget for travel expenses in Grants Administration and Compliance.
Prepares meeting materials as requested, books, confirms and/or cancels meeting rooms, sleeping rooms, car rentals, and/or airline arrangements as needed and technical coordination of webinars and conference calls bureau wide.
Prepares monthly leave forms; develops and maintains an electronic and paper file for monthly leave reports for all assigned employees.
Responsible for Division- and Department-level work regarding all operational procedures related to these duties FLAIR, division-level approvals, travel preparation, purchase orders, requisitions, travel requests and reimbursements.
Maintains procedures related to central support services (e.g., purchasing supplies, equipment maintenance, facility needs, mail services, audiovisual services, processing of invoices).
Coordinates activities and changes in procedures.
Serves as the primary resource for processing all intra-agency work (the external office does not have access to the FLDOE main server/drives).
Provides training and assistance to all bureau-level administrative staff; participates in appropriate in-service training activities to promote professional development in order to meet the Department's overall goals and objectives.
Collaborates with the Bureau Chief, section directors within the Bureau of Grants Administration and Compliance, and the division-level Budget Officer to determine budgetary requirements and review expenditures.
Provides technical assistance to LEAs, local workforce development boards (LWDBs), and other applicants during the request-for-proposal process and as follow-up during the request-for-application process; supports staff responsible for providing advanced technical assistance to local recipients.
Works independently on special projects and/or assists in the completion of special projects, confidential assignments, or other activities as required by bureau- and section-level staff.
Works collaboratively with the Bureau Chief and staff on special projects requiring advanced skills in Microsoft WORD and EXCEL; utilizes the Microsoft Mail Merge functionality to streamline the processing of documents.
Responsible for maintaining accurate repository database records for Grant Management, which includes invoice and deliverables tracking, GRACE database entry and reconciliation, Bureau training related to the Florida Accountability Contract Tracking System (FACTS), FDOE ShareFile, SharePoint and other Department systems as necessary to stay current with changes to and expansion of the system.
Responsible for visual training webinar process, which includes, scheduling, equipment set-up, conducting, hosting, recording and transcriptions.
Employee complies with guidelines of Section 215.422, F.S., as it pertains to the direct responsibilities of this position and the Bureau of Grants Administration and Compliance.
Performs related work as assigned.
Communicates and consults with colleagues in content areas to ensure consistent and reliable exchange of knowledge and expertise.
Attendance is an essential function of this position.
Who We're Looking For:
The Division of Career and Adult Education is seeking a highly organized and adaptable professional who can effectively manage multiple priorities under tight and competing deadlines while maintaining a high level of accuracy and professionalism. The ideal candidate demonstrates strong interpersonal skills, communicates courteously, and contributes positively to team productivity and morale. This individual will provide comprehensive administrative and operational support, including managing correspondence, coordinating schedules and travel, preparing documents and presentations, maintaining organized records and tracking systems, and ensuring compliance with state and departmental procedures. The role requires the ability to work independently on complex assignments, support budget and grant-related processes, coordinate meetings and events, maintain office operations, and serve as a key resource for staff and external stakeholders. Proficiency in Microsoft Office applications, attention to detail, discretion with confidential information, and a commitment to customer service and consistent performance are essential for success in this position.
Knowledge, Skills and Abilities:
Knowledge of letter, report and tabular formats.
Knowledge of correct spelling, punctuation and grammar usage.
Ability to communicate both verbally and in writing.
Ability to establish and maintain effective working relationship with others.
Skills to use e-mail.
Skills to listening and asking appropriate questions.
Self starter, task oriented and flexible.
Ability to work with others effectively.
Analytical and problem-solving skills.
Critical thinking skills, professional judgment and maintain confidentiality.
Technology skills and advanced Word, Excel, Power Point, Access, and many other office products.
Minimum Qualifications:
Three years of working experience in a professional office environment.
Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, is required.
Ability to communicate effectively including verbal and written communication.
Preferred Qualifications:
Advanced proficiency in Microsoft Excel, Word and other Office 365 applications.
Experience supporting state or federal programs, grants administration, budgeting, or compliance activities.
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. Our site reflects this cooperative relationship and the role that so many Floridians play in ensuring student success. The FDOE's mission for Florida's Early Learning-20 education system is to increase the proficiency of all students within one seamless, efficient system, by allowing them the opportunity to expand their knowledge and skills through learning opportunities and research valued by students, parents, and communities.
Serving approximately 3 million students, 4,400 public schools, 28 colleges, 200,000 instructional staff, 46,000 college professors and administrators, and 340,000 full-time staff throughout the state, FDOE enhances programs and services for Florida's students from early learning through college and career development. In addition, FDOE manages programs that assist individuals who are blind, visually-impaired, or disabled succeed either in school settings or careers - encouraging independence and self-sufficiency. FDOE's goal is to hire individuals to provide: Higher Student Achievement Seamless Articulation and Maximum Access Skilled Workforce and Economic Development Quality Services.
Working for the State of Florida has benefits!
State Group Insurance coverage options (health, life, dental, vision, and other supplemental option)
Retirement plan options, including employer contributions (www.myfrs.com)
Nine paid holidays and a Personal Holiday each year
Annual and Sick Leave Benefits
Student Loan Forgiveness Program (Eligibility required)
Flexible Spending Accounts
Tuition Fee Waivers (Accepted by major Florida colleges/universities)
Ongoing comprehensive training provided
Career Growth
Highly skilled, professional environment
Maternity and Parental Leave Benefits