ADMINISTRATIVE ASSISTANT II - 43001312

Requisition No: 877185 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43001312

 Pay Plan: Career Service

Position Number: 43001312 

Salary:  $36,498.00 

Posting Closing Date: 07/09/2026 

Total Compensation Estimator Tool

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

CLASS TITLE: ADMINISTRATIVE ASSISTANT II (NON-SWORN POSITION)

DIVISION: CRIMINAL INVESTIGATIONS DIVISION

BUREAU: OPERATIONAL SUPPORT SERVICES SECTION

CITY: TALLAHASSEE

COUNTY: LEON 

The Criminal Investigations Division encompasses all law enforcement and forensic components residing within the Department of Financial Services. This advertisement is for the Operational Support Services Section. This advertisement is for an Administrative Assistant II position which is a NON-SWORN position.

Click here for additional information about the Department of Financial Services, Criminal Investigations Division.

TO APPLY FOR THIS POSITION, SUBMIT A STATE OF FLORIDA EMPLOYMENT APPLICATION VIA PEOPLE FIRST AND SUBMIT A SUPPLEMENTAL APPLICATION TO THE FOLLOWING EMAIL ADDRESS:

cidhiring@myfloridacfo.com                        

Click here for Supplemental Application.

This supplemental application MUST be received no later than five (5) business days after the closing date of this advertisement in order to be considered for this position.

THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN THE OFFICE.

QUESTIONS:

Job Line Phone number: (850) 413-4063

SPECIAL NOTES:

A high school diploma or its’ equivalent is required.

Additional requirements:

• Proficient in using Microsoft Office Products (Word, Excel, Outlook, etc.)
• VALID Driver’s License from the Florida Department of Safety and Motor Vehicles by time of employment.

Preferences:

• A degree from an accredited college or university.

• Special consideration may be given to eligible candidates who have bilingual verbal and written skills that meet a critical need of the agency’s mission.
• Two (2) or more years of experience in personnel/human resources or administrative work

• Experience working in law enforcement agency, law firm, fire service industry, or government investigative agency.

People First Candidate Profile (application) must be completed in its entirety. Please read below:

• Please include the names and phone numbers for the supervisor(s) and/or Human Resource Department for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.

• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. It is unacceptable to use the statement “See Resume”.
• Each field (address, city, and state, dates, phone numbers, etc.) should be completed.
• If claiming Right to Interview, candidate MUST attach a copy of your official layoff letter when applying.
• Upon the selection of the top candidate, a current supervisory reference contact will be required.

Experience and education requirements must be met at the time of application submission to be considered.

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.

WHAT IS THE SELECTION PROCESS?

Selection is a three-to-six-month process where the successful applicants MUST PASS the Oral and Written Exam, as well as a Florida Criminal Justice Standards and Training Commission (CJSTC) background prior to beginning.

If selected for an interview, interview will be conducted in person.

To maintain fairness and integrity, applicants are required to provide honest and authentic responses during all stages of the evaluation and selection process. Applicants must rely on their own personal knowledge, thoughts, and impressions. A candidate’s use of Artificial Intelligence (AI) tools at any stage of the process is strictly prohibited and will result in disqualification for the position. 

THE BENEFITS OF WORKING FOR THE STATE OF FLORIDA:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive employee benefits including:

• State Group Health Insurance Coverage.
• $25,000 Life Insurance Policy (100% paid by employer).
• Dental, vision, and other supplemental insurance options available.
• Annual and Sick Leave benefits,
• 10 paid holidays each year.
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com).
• Flexible Spending Accounts; and
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

For a more complete list of benefits, click https://www.mybenefits.myflorida.com/

CLICK HERE FOR TOTAL COMPENSATION ESTIMATOR

SALARY:

The base annual salary for this position is $36,498.00.

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

This position requires a security background check which includes a financial credit report, fingerprinting, and a drug screen. 

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge

• Knowledge of human resources practices, including recruitment, selection, personnel records maintenance, classification processes, and onboarding procedures.

• Knowledge of laws, rules, policies, and procedures governing HR functions, including DFS, DMS, and state regulatory requirements.
• Knowledge of methods of data collection, auditing, file management, and record retention.
• Knowledge of administrative procedures, office practices, and workflow coordination.
• Knowledge of Microsoft Office 365 products, including Word, Excel, and Outlook.
• Knowledge of People First and other HR-related systems used for hiring, timekeeping, and personnel actions.
• Knowledge of customer service principles and professional business communication.

Skills

• Skill in collecting, organizing, reviewing, and analyzing data related to recruitment, selection, and personnel activities.
• Skill in preparing clear and accurate correspondence, reports, spreadsheets, and documentation.
• Skill in coordinating interviews, meetings, schedules, and training sessions.
• Skill in conducting first‑level application screenings and identifying qualification issues.
• Skill in maintaining accurate and compliant personnel files, logs, reports, and tracking systems.
• Skill in interpreting and applying rules, procedures, forms, and documentation requirements.
• Skill in using Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook) for drafting documents, tracking data, and preparing presentations.
• Skill in using People First for application review, basic timekeeping support, and personnel tasks.
• Skill in effective verbal and written communication with applicants, employees, supervisors, and external partners.
• Skill in delivering high-quality customer service.

Abilities

• Ability to work independently, make sound decisions, and prioritize tasks with minimal supervision.
• Ability to understand, interpret, and apply applicable rules, regulations, policies, and procedures governing HR and administrative activities.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Ability to organize and maintain accurate records, reports, and documentation.
• Ability to plan, coordinate, and manage multiple assignments in a fast‑paced environment.
• Ability to identify workflow issues, recommend improvements, and support process efficiency.
• Ability to communicate clearly, professionally, and effectively in both written and verbal formats.
• Ability to establish and maintain effective working relationships with employees, supervisors, applicants, and external agencies.
• Ability to provide courteous, knowledgeable customer service and resolve routine inquiries.
• Ability to remain flexible and adapt to changing priorities, deadlines, and operational needs.

BRIEF DESCRIPTION OF DUTIES:

Incumbent of position is a member of DFS’ Disaster Response Team and, in that capacity, may be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts.

The Administrative Assistant II reports directly to the Senior Management Analyst Supervisor and provides advanced administrative and personnel‑related support for the Division. This position plays a critical role in ensuring the Division’s Human Resource functions operate efficiently, accurately, and in compliance with agency policies and applicable regulations. The incumbent works independently to perform complex clerical, technical, and analytical tasks, supports recruitment and selection processes, maintains personnel records, assists with training coordination, and serves as the primary backup to the Division Human Resource Liaison. This role requires a high level of organization, attention to detail, and the ability to handle sensitive information with confidentiality and professionalism.

* Selection and Recruitment (Gathers and organizes information, reviews documentation, analyzes data, and ensures compliance with applicable laws, rules, and policies.)

• Responds to calls from the Division Job Line, answers applicant inquiries, and receives and organizes supplemental applications.
• Assists with preparing and posting job advertisements and coordinating with the Bureau of Human Resources to ensure accuracy and timely posting.
• Reviews People First and supplemental applications by conducting first-level screening for non-sworn applicants to ensure minimum qualifications and required KSAs are met.
• Schedules in-person interviews, including oral and written assessments, coordinates panel members, reserves facilities, and ensures all materials are prepared.
• Provides written communication to candidates and panel members regarding interview schedules, expectations, and required documentation.
• Reviews interview panel documentation for accuracy, completeness, and compliance with established standards; identifies and corrects discrepancies.
• Evaluates and scores the interview panels documentation. Compiles candidate lists, organizes scoring results, and prepares ranked summaries with highest-scoring applicants listed first.
• Assists with developing, updating, and maintaining interview questions, screening sheets, scoring tools, and other selection materials.
• Maintains and distributes the Division vacancy report and updates the HR Log to ensure data accuracy for reporting and audit purposes.
• Ensures all recruitment and selection records are organized, retained, and compliant with state and agency retention policies.

*Administrative & Office Support Section

• Provides general administrative assistance to the Division HR Liaison and Senior Management Analyst Supervisor, including preparing correspondence, spreadsheets, reports, and presentation materials.
• Assists with maintaining calendars, scheduling Division meetings, coordinating travel arrangements (if applicable), and ensuring necessary materials are prepared in advance.
• Supports timekeeping functions by responding to employee questions, directing staff to appropriate resources, and assisting with minor People First tasks as needed.
• Maintains office supplies, forms, and HR materials to ensure staff have the resources they need to complete personnel activities.

*Policy and Procedures and Training Resources (Interprets laws, rules, policies and/or regulations.)

• Ensures all employee records and personnel files are accurate, complete, and compliant with state, federal, and agency requirements, including auditing files for missing or expired documents.
• Makes independent decisions regarding workflow and required steps in the hiring process in accordance with DFS and DMS rules and guidelines.
• Assists with monitoring compliance with federal, state, and local employment regulations and Division policies, notifying supervisory staff when action is required.
• Identifies opportunities to streamline or improve the Division’s hiring, onboarding, and recordkeeping processes and communicates recommendations to management.
• Assists in developing, organizing, and presenting training materials and resources for New Employee Orientation and other HR‑related training sessions.
• Prepares and distributes Division HR communications, reminders, and process updates.

*Classification Action Requests

• Assists with preparing documentation for classification action requests such as location changes, Special Pay Increases (SPIs), and other updates.
• Ensures all required forms and supporting materials are complete, accurate, and properly routed for approval.
• Maintains classification records and tracks the progress of requests through the approval process.

*Communication & Customer Service Section

• Serves as a primary point of contact for general HR-related questions before escalating issues to the HR Liaison.
• Provides high-quality customer service to employees, applicants, supervisors, and external partners.
• Communicates professionally in writing and in person while maintaining confidentiality at all times.

*Other Duties

Performs other related duties and special projects assigned.

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.

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.