EXECUTIVE ASSISTANT - EOG - 31000101

Requisition No: 830986

Agency: Executive Office of the Governor

Working Title: EXECUTIVE ASSISTANT - EOG - 31000101

Pay Plan: SES

Position Number: 31000101

Salary: $45,000

Posting Closing Date: 07/01/2024

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Duties and Responsibilities

• The Executive Assistant - SES position assists in the coordination of meetings, conferences, and travel arrangements for the Office of the Chief Inspector General (OCIG) staff, including, but not limited to the Chief Inspector General and Deputy Chief Inspector General. Travel arrangements include pre-authorization forms, STMS entries, and reimbursement documentation. Orders all supplies. Maintains the leave calendars for the agency inspectors general and the OCIG. Prepares draft and final memorandums/letters for office staff and assists with developing, preparing, and editing presentations and meeting-related documentation. Assists in any cybersecurity matters as requested.
• Assists the Chief Inspector General and Deputy Chief Inspector General in administrative, planning, and office management activies, including maintaining calendar events, providing messages, and returning emails and/or telephone calls. Maintains the office's business machines and manages the office’s legislative initiatives file folder system, including utilization of the LobbyTools program to track legislative actions of interest. Processes OCIG staffs' annual membership renewals and new memberships.
• Assists the Director of Auditing with managing audit activities. Specifically, the Executive Assistant will assist with entering information received from a state agency, local government, or the Auditor General related to financial emergency notifications or responses in the OCIG database (“CRM”). Assists in developing policies and procedures regarding audit related activities.
• Assists the Inspector Specialist, Program Assistant (Whistle-blower Hotline Coordinator), and Governmental Analyst with screening and directing incoming calls, processing emails and mail, taking messages, answering routine inquiries, and making referrals to the appropriate governmental entities and properly documenting the information in the CRM, when appropriate.
• Assists the Chief Inspector General, the Deputy Chief Inspector General, the Chief of Investigations, the Director of Auditing, and the Special Counsel with special projects, assignments, and reports in accordance with the office's statutorily mandated responsibilities, policies and procedures, and mission and vision statements.
• Assists the Special Counsel with managing established financial emergency files. Coordinates Financial Emergency Board meetings and assists in the budget review process for entities that are operating in Financial Emergency status by Executive Order. Tracks incoming/outgoing correspondence, invoices, and resolutions for entities that are in Financial Emergency status by Executive Order.
• Performs other duties as assigned.
  
  

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.