841862-ADMINISTRATIVE ASSISTANT II - 40034458

Requisition No: 841862 

Agency: Commerce

Working Title: 841862-ADMINISTRATIVE ASSISTANT II - 40034458

 Pay Plan: Career Service

Position Number: 40034458 

Salary:  $33,760.00-$40,600 

Posting Closing Date: 12/06/2024 

Total Compensation Estimator Tool

JOB TYPE:    FULL TIME /   Career Service
POSITION LOCATION:      Tallahassee, FL (relocation benefits are not available for this position) 

ADMINISTRATIVE ASSISTANT II
OPEN COMPETITIVE

www.floridajobs.org/

Your Specific Responsibilities:

Performs a wide variety of administrative tasks involving independent analysis, research and judgment in areas of administrative duties supporting Tallahassee and Orlando Claims Processing operations. 

Develop and maintain a comprehensive database on personnel in Excel to monitor personnel activity. Maintain position descriptions to ensure that personnel actions are timely. Create vacancy announcements and monitor activity with regard to the hiring process, including collection of applications, creating spreadsheets for analysis of candidates, conduct background and reference checks and process personnel paperwork for the hiring package. Monitor and assist staff with People First as needed and act as liaison with People First in regard to problem resolution. Is knowledgeable and current on statutes, rules, regulations, and policies and procedures with regard to time and attendance and process timesheets as necessary. Train staff in HR policies and procedures and prepare packets for training personnel.

Prepare, update, and distribute a wide variety of daily and monthly reports including the analysis of attendance. Prepare and update on a daily basis management reports reflecting production. Perform special assignments, research, and prepare reports. Review records and reports which require action and recommend solutions or courses of action. Maintain current information of division policies and programs and process routine matters within established policies.  Monitor and complete correspondence on operational issues.

Responsible for the entire Claims Processing’s purchasing activity. Process purchasing paperwork. Monitor expenditures and reconcile P-card purchasing for the RA Claims Processing Unit. Review and coordinate implementation of statutes, rules, regulations, policies and procedures with regard to purchasing.

Perform routine office functions including establishment and maintenance of files, coordination of maintenance/repair agreements for office support equipment such as copiers, fax machines, computers, etc. Serve as the representative to vendors with regard to delivery, maintenance and repair of equipment or the facility. Order and track supplies of the facility. Monitor and prepare shipments, process mail on a daily basis, and prepare expense reports.

Coordinates travel conducted by staff to ensure compliance with established procedures. Is knowledgeable and current on statutes, rules, regulations and policies and procedures with regard to travel. Makes travel arrangements and prepares travel authorizations and reimbursement vouchers. Maintains data for travel reports as needed. 

Schedules and/or obtains physical facilities for staff meetings or training sessions when requested. Organizes, prepares, participates, and compiles results of scheduled meetings.

Required Knowledge, Skills, and Abilities:

• Knowledge of the methods of data collection and analysis.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
• Ability to organize data into logical format for presentation in reports, documents, and other written materials.
• Ability to conduct fact-finding research.
• Ability to utilize problem-solving techniques.
• Ability to understand and apply applicable rules, policies and procedures relating to operational and management analysis activities.
• Ability to plan, organize and coordinate work assignments.  
• Ability to effectively communicate verbally and in writing.
• Ability to establish and maintain effective working relationships with others.

Qualifications:

As a condition of pre-employment eligibility, a Level 2 security background screening is required, which consists of fingerprinting and a check of local, state, and national law enforcement records. 

Minimum:

• Duties and responsibilities of this position must be performed at the official work site of the Department.

Preferred:

• Experience with State of Florida personnel practices.
• Experience reconciling P-Card purchases in Works.
• Experience writing travel pre-authorization memos and travel authorizations in STMS.

Pay:

$32,760.00-$40,600.00 annually, based on experience.

Our Organization and Mission:

FloridaCommerce works across the state to support Florida’s economy, robust and talented workforce, and our local communities. We are dedicated to making a stronger and more resilient Florida, so our businesses, communities, and workforce are better prepared to withstand future economic slowdowns and natural disasters.

In collaboration with our partners, we salute our nation’s veterans and are honored to have the opportunity to support them and their family members by encouraging them to apply at FloridaCommerce for positions that fit their skill sets.

FloridaCommerce is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities.  (TTY/TDD 1-800-955-8771 or the Florida Relay Service – 711.)

Let our mission become yours. To find out more about us, click on the link: http://www.floridajobs.org/

The Work You Will Do:        

Performs a wide variety of administrative tasks involving independent analysis, research and judgment in areas of administrative duties supporting Tallahassee and Orlando Claims Processing operations. 

The Difference You Will Make:

You will assist in helping Floridians obtain wage replacement benefits for qualified individuals who are out of work through no fault of their own. Your knowledge and skills will be utilized to help our citizens.

FloridaCommerce is a fast-paced work environment in which critical thinking and prioritizing are a must.

How You Will Grow:

FloridaCommerce encourages its employees to constantly innovate and seek efficiencies.  Trainings are made available throughout the year and on request with our Office of Human Resources Training and with our Division of Workforce Training Unit. In accordance with our Vision and Mission, the employee:

• Furthers Florida’s economic vision by providing support that enhances the economy and develops, safe, and healthy communities.
• Meets customer/client expectations with an emphasis on responsiveness, quality, quantity, and timeliness of work.
• Provides information clearly, accurately, and succinctly; and also exhibits good listening skills.
• Works collaboratively to optimize the effectiveness of FloridaCommerce’s available resources and tools.
• Uses knowledge acquired through education, training, or experience to complete tasks.

These expectations are for all our employees, and you will be expected to model these as a leader.  We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience.  

Where You Will Work:

Tallahassee is Florida’s Capital City and continues to grow by attracting development and new businesses. Tallahassee is a mid-sized city in the heart of Florida’s Big Bend.  FloridaCommerce’s main office is located in Downtown Tallahassee, the political epicenter that draws in visitors each year to visit the state’s Capitol. Each spring, the legislative session opens, and people pour in to see the Florida Legislature perform business and approve the state’s annual budget. Being in Tallahassee will guarantee you an experience vibrant with a unique experience, professional growth, entertainment, and culture.

Tallahassee is:

• Known for its beautiful parks, rolling hills and oak trees, canopied roads, hotels, dining, museums, arts, music, and natural resources (https://talgov.com/ )
• Home to major college campuses, Florida State University (FSU), Florida A & M University (FAMU) and Tallahassee Community College (TCC).
• Approximately 22 miles from the nearest beach ( https://choosetallahassee.com/beaches-near-tallahassee/ )

• Within a state having no state income tax for residents of Florida

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

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.