ADMINISTRATIVE ASSISTANT II -43004676 (Office of Financial Regulation)

Requisition No: 802813 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II -43004676 (Office of Financial Regulation)

Position Number: 43004676 

Salary:  $34,000.00 - $37,000.00 

Posting Closing Date: 06/08/2023 

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

OFFICE OF FINANCIAL REGULATION

BUREAU: EXECUTIVE DIRECTION

CITY: ORLANDO

COUNTY: ORANGE

Candidates in the following counties may be considered: Orange, Seminole, Lake, Volusia, Polk, Osceola, and Brevard (Counties Surrounding Orange County).

The Office of Financial Regulation (OFR) is responsible for licensing, chartering, examining, and regulating depository and non-depository financial institutions and financial service companies, including state-chartered banks, credit unions, trust companies, loan originators, mortgage lenders, securities dealers, investment advisors, consumer collection agencies and money transmitters throughout the state of Florida.

The incumbent of this position may be assigned to assist one or more areas from time-to-time in support of the mission of the OFR.  

OFR is a professional office environment with a public service-driven mission.

Some of the excellent benefits available to OFR employees include:

• Flexible work schedules for most positions.
• Paid holidays and an annual personal holiday.
• Paid vacation and sick leave.
• Excellent health & life insurance options for individuals and/or family coverage.
• Additional supplemental insurances available such as dental, vision, disability, etc.
• Tax deferred medical and Dependent Care Benefit reimbursement accounts available.
• Deferred Compensation opportunities.
• Tuition waivers to attend state universities/community colleges.
• Retirement plans and options.
• Public Service Loan Forgiveness program.

The anticipated starting salary will be $34,000.00 – $37,000.00 annually.

Employees of the Department of Financial Services (DFS), which include employees of the OFR, are paid on a monthly pay cycle.

All applicants seeking employment with the OFR are subject to mandatory background checks conducted through the Department of Financial Service (DFS), Bureau of Human Resource Management in accordance with the requirements of Chapter 435, F.S. and reviews by OFR. Applicants may be disqualified for employment with OFR based on the information that may be obtained through research and/or OFR’s review process.

No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

SPECIAL NOTES:

A high school diploma or equivalent is required.

An Associate’s degree or higher from an accredited college or university is preferred.

Additional requirements:

• Applicants must have two (2) or more years of administrative/clerical support experience in a government or professional business setting.

• Applicants must have proficiency in the use of Microsoft Office software products (Word, Excel, Teams, Outlook, and PowerPoint) and Adobe Acrobat Professional. 

• Skills and abilities must be demonstrated through prior work experience and/or training listed on the applicant’s resume.

Additional preference given to applicants with:

• Preference will be given to applicants who have experience with records management processes
• Preference will be given to applicants who have strong written and verbal communication skills.
• Experience creating, editing, and proofing complex business reports and confidential documents
• Experience working in a professional/confidential administrative position, worked with the public and upper-level management.

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

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:

1. Knowledge of administrative principles and practices, including office procedures.
2. Knowledge of standard business formats and styles for letters, memoranda, administrative reports, and other correspondence.
3. Knowledge of basic filing practices, records management, and organizational techniques.
4. Knowledge of computer software and equipment, including proficiency in Microsoft Office or similar software products.
5. Skilled in typing.
6. Skilled in performing basic mathematical calculations.
7. Skilled in utilizing correct grammar, spelling, and punctuation.
8. Skilled in reading comprehension and understanding written work-related documents.
9. Skilled in operating general office equipment.
10. Ability to handle telephone calls in a courteous and professional manner.
11. Ability to train other administrative personnel.
12. Ability to collect, evaluate and analyze data relating to administrative functions including, but not limited to, accounting, personnel, purchasing, and report writing.
13. Ability to utilize problem-solving techniques and identify essential information.
14. Ability to work independently.
15. Ability to work well as part of a team.
16. Ability to plan, prioritize, organize, and coordinate various work assignments.
17. Ability to understand rules, regulations, policies, and procedures.
18. Ability to communicate effectively both orally and in writing.
19. Ability to establish and maintain effective working relationships with others

OTHER KSAs (Incumbent may learn on job):

20. Knowledge of My Florida Market Place (MFMP).
21. Knowledge of the Regulatory Enforcement and Licensing (REAL) System.
22. Knowledge of the Statewide Travel Management System (STMS).
23. Knowledge of Purchasing Card (P-Card) Works.

BRIEF DESCRIPTION OF DUTIES:

1. Answer telephone calls (Operator Mainline on a rotation basis), screen and forward calls to appropriate personnel, and accurately take and communicate detailed messages in a prompt and courteous manner.
2. Greet and assist visitors/public in a professional manner.
3. Manage office administrative equipment, including shared equipment invoices, adding new employees’ access and maintenance.
4. Reserve conference rooms and answer routine questions relating to all office matters.
5. Organize and maintain administrative electronic records in an efficient manner according to the OFR records management protocol.
6. Maintain an office administrative calendar which includes interview dates, conference room reservations, and office personnel schedules and approved leave requests.
7. Assist with records management and public records maintenance.
8. Assist with necessary personnel matters including but not limited to collecting and processing information for ID badges and credentials
9. Receive and distribute incoming shipments and prepare outgoing shipments for collection.
10. Serve as the liaison between management and regional office personnel for administrative and facilities related issues, including safety awareness, operations, and facilities.
11. Serve as a liaison regarding building management/maintenance and process necessary work orders for any building issues.
12. Prepare materials for training sessions and/or other meetings.
13. Schedule employment interviews for managers and may assist with completing reference checks for potential OFR employees.
14. Prepare and review a variety of professional reports, emails, and other correspondence or documents as directed by the Operations Manager and/or OFR’s Chief Operating Officer.
15. Provide support with employee onboarding/offboarding functions.
16. Assists staff/management with travel (May assist with review of purchasing card receipts and documentation, and travel arrangements).
17. Maintain proficiency in the use of databases to which access has been granted.
18. Scan documents as tasked by the Operations Manager and/or Chief Operating Officer and maintains confidentiality of information.
19. Assist with administrative tasks, special projects and time sensitive assignments as directed by the Operations Manager and/or OFR’s Chief Operating Officer.
20. Process and handle information that is confidential or sensitive in nature and maintain confidentiality of the information.
21. Prepare, organize, and maintain business correspondence as assigned.
22. Maintain inventory of office supplies and general office equipment.
23. Assist the Information Resource Management Advisory Group (IRMAG) in conducting and recording inventory of agency issued/assigned property.

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.