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DOS - ADMINISTRATIVE ASSISTANT II - 45000986

Date: Jan 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: 513403 

Agency: Department of State

Working Title: DOS - ADMINISTRATIVE ASSISTANT II - 45000986

Position Number: 45000986 

Salary:  $29,344.44 

Posting Closing Date: 01/31/2022 

Department of State

Administrative Assistant II

Division of Elections

Bureau of Voting Systems Certifications

 

State Personnel System

 

Minimum Qualifications:

  • A high school diploma or equivalent.
  • Three years of clerical or administrative experience.  College education may substitute for up to two (2) years of clerical or administrative experience on a year-for-year basis.

Preferences:

  • Experience with Power Point and/or Adobe Acrobat Professional.
  • Experience with answering a multi-line telephone.
  • Experience organizing and tracking data, reports, and/or forms.
  • Fluent in Spanish.
  • Experience processing travel authorizations and travel reimbursements with a State of Florida agency.

Special Note:

Responses to qualifying questions must be clearly supported in your employment history.

Duties and Responsibilities:

Answer the bureau’s main telephone line and serve as primary interface with internal and external customers; route calls and other forms of inquiries; track activity from inception to resolution/completion. Assist Florida counties will all inquiries as soon as practicable after request for assistance has occurred. Answer and respond to public inquiries relating to the bureau on the Division of Elections' website, including public record requests, and track each request to completion.  Update and/or oversee updates to the bureau’s web page within 2 business days of update request.

Log bureau’s incoming mail within 2 days of receipt and maintain correspondence files, including but not limited to, vendor, public correspondence files and county letters / election cycle reports. Identify those that have reached retention and provide this information to the bureau's retention officer. Track activity to ensure completeness (i.e. up to the disposition of records).

 

Track and log receipt and accuracy of all county elections reporting requirements within 3 business days of receipt to ensure that all have been submitted in a timely manner.

Immediately upon request, prepare travel authorizations, reimbursements and notification letters. Track all from inception to completion to ensure timely completion of each step of the process.  Submit travel reimbursement requests/documents within 2 business days of receipt.

In a timeframe specified by management, assist systems staff with carrying out voting system certification test activities.

Perform other work related duties as required.

Knowledge/Skills/Abilities:

Knowledge of administrative principles/practices.

Knowledge of office procedures/practices.

Ability to prepare correspondence/administrative reports.

Ability to understand/apply applicable rules, regulations, policies & procedures.

Ability to plan, organize & coordinate work assignments. 

Ability to communicate effectively and establish/maintain effective working relationships with others.

CRIMINAL BACKGROUND CHECKS:  A Level 2 criminal background check is a condition of employment.  If selected for this position, you must provide your fingerprints.  We will send your fingerprints to the Florida Department of Law Enforcement and the Federal Bureau of Investigation for a criminal background check.

 

IMPORTANT NOTICES:

 

We are committed to enhancing our workforce through the employment of Veterans, individuals with disabilities and seek qualified candidates from diverse cultures and backgrounds, abilities, skills, and talents to join our inclusive workforce.

 

Male applicants born on or after January 1, 1960, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: https://www.sss.gov

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