ADMINISTRATIVE ASSISTANT II - 43001312

Requisition No: 864040 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43001312

 Pay Plan: Career Service

Position Number: 43001312 

Salary:  $36,498.00 

Posting Closing Date: 10/31/2025 

Total Compensation Estimator Tool

****INTERNAL AGENCY EMPLOYMENT OPPORTUNITY***** 

DIVISION: INVESTIGATIVE AND FORENSIC SERVICES

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

BUREAU: OPERATIONAL SUPPORT SERVICES

CITY: TALLAHASSEE

COUNTY: LEON

 This is an internal agency employment opportunity for current employees, including OPS, of the Department of Financial Services, the Office of Financial Regulation, and the Office of Insurance Regulation.

The Criminal Investigations Division encompasses all law enforcement and forensic components residing within the Department of Financial Services. This advertisement is for the Bureau of Support Services. 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:

• Microsoft Office Suite, to include Word, Excel, and Outlook, and the ability and skills to effectively use this software.
• VALID Driver’s License from the Florida Department of Safety and Motor Vehicles by time of employment.

Preferences:

• A minimum of four (4) years of professional work experience in one or more of the following areas: human resources or human resources management, employment law, business administration, psychology, social sciences, or communication. A post-secondary degree from an accredited university/college may be used as an alternative for the years of professional work experience on a year-for-year basis.
  • Professional work experience generally includes roles with administrative, supervisory, analytical, or operational responsibilities in structured or corporate settings. Entry-level roles in the service or retail industry (e.g., McDonalds, Publix) typically do not qualify.

• Two (2) years’ experience in personnel/human resources or administrative work.
• 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.

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.

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 of administrative principles and practices
• Knowledge of office procedures and practices
• Knowledge of the methods of data collection
• Knowledge of principles and techniques of effective verbal and written communication
• Knowledge of Microsoft Office Suite, to include Word, Excel, and Outlook, and the ability and skills to effectively use this software
• Knowledge of communicating effectively with others in writing as indicated by the needs of the audience
• Knowledge of writing sentences and paragraphs in work related documents
• Knowledge of how to identify information and essential information
• Knowledge of policies and practices involved in personnel/human resource functions
• Ability to research, collect, evaluate, and analyze data to present in written report format
• Ability to communicate effectively verbally and in writing
• Ability to understand and apply applicable rules, regulations, policies, and procedures
• Ability to establish and maintain effective working relationships with others
• Ability to work independently
• Ability to utilize problem solving techniques
• Ability to talk to other to effectively convey information
• Ability to identify the nature of problems
• Ability to listen to what other people are saying and ask questions appropriately
• Ability to adjust to actions in relation to others' actions

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 Operational Support Services Section, Office of Administration, Senior Management Analyst Supervisor. This is a high-level administrative support position which requires the ability to work independently to ensure the all the functions of the Division's Human Resource are performing efficiently and effectively performed with minimum supervision, performing Division level responsibilities to all Division employees.  This position is responsible for providing technical assistance to the needs of the section and assist ensure the section is performing efficiently and effectively by performing variety of personnel program functions. This position requires the ability to independently complete a variety of complex and technical duties with minimal supervision. The Administrative Assistant II position primary role serving as a backup to the Division Human Resource Liaison.

PLANNING (Plans, coordinates and/or presents statewide and regional conferences, meetings and workshops.)

• Schedules potential candidates for interviews (oral and written) either in person or via web for both sworn and civilian positions to include coordinating interview panels and facilities
• Provide written correspondence to candidates

Continuity of Operations Plan (COOP)

• Updates Emergency contacts/Phone Tree
• Updates new Employee information into LEFTA systems (SHIELD Suite)

Uniform Allowance

• Verify all law enforcement clothing allowance using ATMS, ORG Chart and People First and HR's spreadsheet

Secondary Employment

• Review secondary employment to ensure forms are accurately filled out before sending the request to the Director or designee for approval
• Notify the employee and supervisor once request is approved or denied
• Maintain secondary employment requests
• Process Payment - research amounts due and reconciles payments

Verify Certifications

• Verify all Law Enforcement Investigator certifications in ATMS during the application process

RECRUITMENT (Gathers and organizes information on problems or procedures. Analyzes data gathered and develops solutions or alternative methods of proceeding.)

• Serves as first line of contact with external applicants
• Answers calls from Division Job Line, responds to email inquiries, and receives supplemental applications
• Assists with job posts and advertisement processes
• Assist with People First Applications and Supplemental Applications by printing and by doing first level screening - reviewing and analyzing the applications to make sure the applicants meet the job qualifications, including the job specified KSAs in the announcement
• Identifies and implements efficient and effective recruiting methods and strategies based on the available role, industry standards and the needs of the organization
• Attends and participates in job fairs and recruitment activities across the state, as necessary

ANALYTICAL

• Assist in the Analysis and evaluation of new and existing positions for classification; designs and drafts classification specifications or alters existing position descriptions. Explains the classification process and recommendations to supervisors and managers the recommendations for improvement of the classification system. Conducts job analysis for the position description analyzing based on research
• Assist in the analysis and makes recommendations appropriate internal and external comparators for new and existing position salaries (Trends)
• Assist in the design and develop of interview, screening sheets, and questions

SELECTION (Reviews documents and/or contacts appropriate parties to ensure compliance with applicable statutory and regulatory requirements and court orders.)

• Reviews documentation from interview panel for accuracy and identifies any areas of concern
• Compiles a list of qualified candidates

POLICY AND PROCEDURES AND TRAINING RESOURCES (Interprets laws, rules, policies and/or regulations.)

• Ensure all employee records are current and in compliance with regulations
• Makes independent decisions regarding processing all parts of the hiring process according to the rules and guidelines set forth by DFS– Human Resources and Department of Management Services.
• Ensuring compliance with federal, state, and local employment laws and regulations, and company policies.
• Identifies areas of potential improvement involving the Division’s hiring process.
• Assist in preparing, developing, and presenting the necessary training tools for employees New Employee Orientations.

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.

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.