ADMINISTRATIVE ASSISTANT II - 43004865

Requisition No: 797166 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43004865

Position Number: 43004865 

Salary:  $34,501.89 

Posting Closing Date: 03/27/2023 

*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****
WORKING TITLE: ADMINISTRATIVE ASSISTANT II

DIVISION: FUNERAL, CEMETERY, AND CONSUMER SERVICES

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

High school diploma or equivalent is required. 

Applicants are required to have one (1) year of documented clerical and customer service work experience, including but not limited to, data entry, filing, answering a multi-line telephone system, imaging/scanning, and usage of general office equipment (A college degree in business, finance, accounting, or criminal justice can substitute for the required experience).

Preference will be given to applicants with the following:

• Four (4) or more years of experience with clerical duties, data entry, answering a multi-line telephone system, filing, imaging/scanning and proficient customer service.
• Experience processing incoming mail.
• Experience answering questions relative to office policies and procedures established by statutes and rules.

The starting salary for this position is $34,501.89 annually.

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

Please Note: Division office files and documents contain photos with graphic content and of a sensitive nature dealing with the deathcare industry.

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 and 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 the principles and techniques of effective communication; Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing; Ability to prepare correspondence and administrative reports; Ability to understand and apply applicable rules, regulations, policies and procedures; Ability to utilize problem-solving techniques; Ability to work independently; Ability to plan, organize and coordinate work assignments; Ability to communicate effectively; Ability to establish and maintain effective working relationships with others.

BRIEF DESCRIPTION OF DUTIES:

1. Process, date stamp, sort, and distribute to the proper division staffer. Process all incoming mail daily and then scan of all the applications and related correspondences received in the mail and on the fax machine.
2. Prepare correspondences and assignments for the Director and Assistant Director
3. Prepare and submit paperwork to human resources personnel for hiring and employment matters.
4. Support the Licensing Section by assisting in mailing all system generated deficiency letters.
5. Process and mail out purchase order forms for preneed brochures and study guides weekly.
6. Make folders for all new applications and distribute to Examiner Supervisor.
7. Support the Licensing Section with mailing of all renewal forms and all licenses.
8. Attends all necessary staff meetings and job-related training
9. Answer a multiline telephone system daily and answer general questions and/or route callers to appropriate division staffer.
10. Proofread, prepare and mail out all agency notices and orders pertaining to disciplinary actions and licensure.
11. Greet in-person visitors and assist with monthly board meeting setup as needed.

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.