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November 29, 2020
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Florida Legislative Employment Information

The Florida Legislature
Senate Information Technology

Job Title

Senior Administrative Assistant (Senate IT)

General Summary

This is independent work assisting the Office of Senate Information Technology (IT) in the coordination of administrative tasks and assignments that are complex in nature and very broad in objective.  Work involves the independent formulation, analysis, and recommendation of changes in policies, rules, and regulations. Responsibilities include the administrative and operational tasks in support of the IT budget, procurement of technology goods and services, and general administrative tasks to ensure day-to-day office operations run smoothly. The position reports to the Senate IT Director.

Examples of Work Performed

  • Tracks and assists in the preparation of the annual IT budget.
  • Prepares IT purchase orders and purchase requisitions.
  • Maintains appointment calendar, prepares itineraries, and schedules meetings and conferences.
  • Assists with scheduling job interviews and conducting application reviews.
  • Participates as a project resource to IT projects.
  • Completes status reports, newsletters, time sheets and performance statistics as requested.
  • Serves as office receptionist; greets, announces, and routes visitors; answers and routes incoming calls for the office.
  • Processes, screens, and distributes incoming mail; prepares replies to routine correspondence for signature.
  • Makes travel arrangements for staff and prepares travel vouchers.
  • Maintains adequate office supplies for use by staff.
  • Plan office gatherings.
  • Handles complex projects and special assignments, and performs research and report preparation.
  • Reviews records and reports that require action and recommends solutions or courses of action.
  • Assists in formulating and recommending programs, rules, regulations, and policies of the organization, and interprets, and administers policies as directed.
  • Processes a variety of correspondence, investigates subject matter, and prepares and maintains correspondence, memos, reports, and other administrative forms.
  • Defines and investigate problems, and formulates methods of resolution.
  • Represents supervisor at meetings as authorized.
  • Performs general office management duties and routes requests for office maintenance
  • Responsible for preparing notices, detailed agenda and/or budget notes, reconciles invoices, prepares meeting materials, and recoding and reporting out meetings.
  • Responsible for the presentation of graphic documents for reports, presentations and correspondence.

Knowledge, Skills and Abilities

  • Knowledge of administrative principles and practices.
  • Knowledge of research techniques.
  • Ability to pay attention to detail and review work for accuracy and quality of content.
  • Ability to work cooperatively as a team member and to contribute to the efficient internal functioning of the unit.
  • Ability to collect, analyze, and interpret data.
  • Ability to plan, organize, coordinate work assignments, prioritize work (or seek prioritization when necessary).
  • Ability to deal tactfully and courteously with the demands of the public.
  • Ability to understand and apply rules, regulations, policies, and procedures.
  • Ability to prepare reports, correspondence, and maintain records.
  • Ability to troubleshoot and utilize problem-solving techniques.
  • Ability to train others.
  • Ability to supervise others.
  • Ability to communicate regular and technical information clearly and concisely, both verbal and written.
  • Technology proficient, including the Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
  • Ability to reconcile billing and budgetary statements for IT products.
  • Ability to handle confidential information.
  • Familiarity with a ticketing based system for logging incidents and new requests.

Minimum Qualifications

A bachelor’s degree from and accredited college or university and three years of administrative experience.

A master’s degree from an accredited college or university can substitute for one year of the required experience.

Administrative experience can substitute on a year-for-year basis for the required college education.

Salary

Salary is commensurate with experience.
The Legislature offers a competitive benefits package.

Application Deadline

Open until filled

Submission of Application

Qualified applicants should mail a completed Florida Legislative Employment Application and resume to:

Office of Legislative Services
Human Resources Office
Re: Senate Voice System Administrator
111 W. Madison St, 701
Tallahassee, FL 32399-1400
or
Email: olshrs@leg.state.fl.us

Applications are available through the Florida Legislature's web site Online Sunshine and in Room 701 of the Claude Pepper Building.

Accommodation for Disability

If an accommodation is needed for a disability, please notify Human Resources at (850) 488-6803.