Administrative Assistant

ADMINISTRATIVE ASSISTANT I -  1 1

Date:
Aug 25, 2026

Requisition No:882526

Agency:
Management Services

Working Title:

ADMINISTRATIVE ASSISTANT I -  1 1

Administrative Assistant I
Division of Real Estate Development and Management
State of Florida Department of Management Services
This is an on-site position located in Largo, FL

The incumbent in this position provides customer service support for the Grizzle Building in Largo Florida. The incumbent performs a variety of administrative duties and must independently handle office operations when needed.

• Receives and processes daily mail, reviewing and routing accordingly.
• Receives and processes travel reimbursement vouchers for staff’s vicinity, training, and travel.
• Maintains office files, processing all paperwork.
• Assists Facilities Manager in compiling data and completed forms for monthly operating reports.
• Processes personnel information as required.
• Orders and maintains office supplies.
• Fields tenant calls for cleaning service requests and complaints.
• Assists in conducting daily administrative activities and/or directions, special projects or activities with the Facilities Manager and maintenance staff.
• Assists Facilities Manager and maintenance staff as needed on various special projects, and for compiling of contract data for compliance and record maintenance (security, lawn care & custodial contracts).
• Performs special assignments for multiple properties as required.
• Interprets established policy and provides information for resolution of problems.

• Process monthly vehicle logs/WEX report.
• Process travel authorizations and reimbursements.
• Process or assist with MFMP orders and invoices.

• Coordinates collection and presentation of data for use in preparation of budgets.
• Installs budget control methods concerning all phases of budget. Keeps track of spreadsheets as directed for budget control.
• Receives requisitions and processes them through E Procurement System as applicable. Obtains and processes phone quotations for building repairs, materials, or services from vendors for all facilities.
• Follows up on status of orders, ensuring their completion and approval in a timely manner.
• Phone calls to coordinate scheduling of services and payment of such with vendors.
• Prepare and process daily transmittals for VISA payments to vendors for all sites.

• Serves as the point of contact for the DMS office for the Tampa Group, conducting themselves in a courteous and professional manner.
• Represents the department when dealing with agency tenants, clients, and the general public.
• Processes and coordinates tenant signage requests.
• Books conference rooms to be used by tenant agencies, processing applications for After Hours Use of Facility.
• Processes Sonitrol security access requests for tenants, issues corresponding access cards.

• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

• Three years of secretarial or clerical work experience.
• Valid driver’s license.
• Prolonged periods of sedentary work which involves repetitive motion.

Under the direction of Governor Ron DeSantis, Secretary Tom Berger and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto,…