Share this Job

ADMINISTRATIVE ASSISTANT II - 43001056

Date:  Sep 21, 2022
Location: 

TALLAHASSEE, FL, US, 32399


The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website.

Requisition No: 742141 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43001056

Position Number: 43001056 

Salary:  $31,200.00 -$ 37,000.00 

Posting Closing Date: 10/05/2022 

*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****

DIVISION: TREASURY

BUREAU: DEFERRED COMPENSATION

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

A bachelor’s degree from an accredited college or university preferred. 

 

Required Experience:

  • Two (2) years of experience with the State of Florida as an Administrative Assistant, Administrative Secretary or Staff Assistant.  
  • Proficient in Microsoft Word, Excel and Outlook.  

 

Preferred Experience:

  • One (1) year of working experience with My Florida Market Place (MFMP), State P-Cards or FLAIR.  
  • Experience preparing State of Florida travel arrangements, authorizations or reimbursements in the STMS system. 

 

The proposed starting annual salary range for this position is $31,200.00 - $37,000.00 annually. 

 

This position requires a security background check, including fingerprinting, as a condition of employment.

 

Employees of the Department of Financial Services are paid based on a monthly pay cycle.

 

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

 

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

Experience in office procedures and practices; experience of the principles and techniques of effective communication. Ability to: take and transcribe dictation using notes or a dictating machine; use correct spelling, punctuation and grammar; type letters, memoranda and other standard business forms in correct format; operate general office equipment; handle telephone calls in a courteous and effective manner; plan, organize and work independently; establish and maintain effective working relationships with others. Skilled in: current MFMP practices; Microsoft office suite; analyze situations; identifying errors and take correction action to make decisions; understanding and applying applicable rules, regulations, policies and procedures related to a retirement program; and perform mathematical calculations.

 

BRIEF DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

  1. Assists management in conducting daily administrative tasks and/or assignments.  Processes a variety of correspondence including confidential and privileged personnel-related matters and maintains personnel files.  Assists in performing special projects or activities, preparation of contracts and renewals, and other major office functions.  Processes incoming mail, date stamp, and distributes mail appropriately.  Responsible for outgoing mail, preparing mailing labels and sending overnight mail to vendors.  Performs travel arrangements, processes travel authorization requests, and prepares travel reimbursement expenses.  Maintains the Bureau Chief’s calendar and schedule meetings and appointments.  Serves as recording secretary for the Deferred Compensation Advisory Council.  Handles Public Records Requests and Subpoenas that pertain to Bureau.
  2. Provides customer service to state employees, other governmental agencies and the public with information pertaining to the statutes, rules, policies and procedures on the IRS Code 457 Plan. Establish and maintain effective relationships with contracted vendors, DC staff and state agencies.
  3. Processes and enters incoming EZ Enrollment forms and Increase requests, evaluating and analyzing the data to identify errors and take corrective action.  Emails confirmation letters for enrollments and increases to the participants.  Maintains external audit files and prepares monthly status reports on these enrollments and increases.
  4. Communicates with members responding to the Deferred Comp global email regarding applicable rules, regulations, policies, and procedures relating to retirement, solving problems and taking decisive action to correct errors.
  5. Serves as purchasing liaison for the Bureau.  Creates requisitions in the My Florida Market Place (MFMP) system and prepares purchase orders directly with vendors.  Responsible for approving or processing of vendors' invoices or distribution of warrants to vendors as required by Florida Statutes 215.422.
  6. Provides assistance in budget, compliance, fiscal, statistical, reporting, and other major office functions in the Bureau.
  7. Provides backup support for additional Deferred Compensation Programs during staff absences.
  8. Perform other duties as required.

 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

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. 


Nearest Major Market: Tallahassee