OPS ADMINISTRATIVE ASSISTANT I - 65650296

Requisition No: 843272 

Agency: Elder Affairs

Working Title: OPS ADMINISTRATIVE ASSISTANT I - 65650296

 Pay Plan: Temp

Position Number: 65650296 

Salary:  $15.00-$18.00 HOURLY 

Posting Closing Date: 12/30/2024 

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DEPARTMENT OF ELDER AFFAIRS

PLANNING AND EVALUATION

*****OPEN COMPETITIVE*****

ATTENTION CANDIDATES

Candidate Profile (application) must be complete in its entirety.

• Include supervisor names and phone numbers of all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment for 3 months or more MUST be addressed on application.
• 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” in place of entering work history.
• Periods of employment should be entered with the most recent/current listed first.
• If you are a retiree of the Florida Retirement System (FRS), please contact the FRS to determine if your current benefits may be affected if you are reemployed with the State of Florida in an FRS-covered position.  Your current retirement benefits may be canceled, suspended, or deemed invalid depending upon the date of your retirement. 

• If claiming Veteran’s Preference, candidates MUST attach supporting documentation (DD214).
• If claiming Right to First Interview, candidates MUST attach a copy of your official layoff letter when applying.
• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

PAPER APPLICATIONS WILL NOT BE ACCEPTED BY THE AGENCY. APPLICATIONS MUST BE SUBMITTED THROUGH THE PEOPLE FIRST SYSTEM.

Mission Statement: To promote the well-being, safety, and independence of Florida’s elders, their families, and caregivers.

Vision Statement: For all Floridians to live well and age well.

We are seeking an enthusiastic individual with a desire to share our Agency’s mission to promote the well-being, safety, and independence of Florida's seniors, their families, and caregivers, and the vision for all Floridians to live well and age well.  If you have good judgment, a desire to enrich the lives of others, and share our mission and vision, please consider joining our team.

WHERE YOU WILL WORK:

The Department of Elder Affairs is in the Southwood Office complex in Tallahassee, Florida’s Capital City.  Lined with rolling hills, oak trees, and canopied roads Tallahassee combines traditional charm with a modern pace of life. Home to two major universities, Tallahassee has a vibrant art and music scene, stately gardens, as well as a vast number of nature trails for those who love the outdoors.  Tallahassee is a highly desirable location for both those seeking their first job and those ready to enter the next exciting chapter in their career. Also, with no state income tax, Florida is a great place to work regardless of where you are on the career ladder. For more information about Tallahassee, please visit:  https://www.talchamber.com/visit-tallahassee/.

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:

• Participation in state group insurance (must meet eligibility requirements*).  For more details consult with People First at 877-562-7287 or go to:  https://www.mybenefits.myflorida.com/health/eligibility_and_enrollment/ops_employees
• Participation in the Florida Deferred Compensation Plan (457b).  (For additional details and online enrollment visit MyFloridaDeferredComp.com)
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan).  (For more information, please click Social Security Alternative Plan (aigrs.com) and read OPS Social Security Alternative Plan)
• Flexible Spending Accounts

*Seasonal and part-time OPS employees (less than 30 hours average per week) refer to the links above for detailed eligibility requirements.

DUTIES AND RESPONSIBILITIES:

The OPS Administrative Assistant I position reports directly to the Chief of Planning and Evaluation. The position will be responsible for providing administrative support to ensure efficient operation of the office by performing a variety of clerical and administrative tasks. The following duties and activities are assigned to the Administrative Assistant in support of the Department’s mission, goals, and responsibilities: 

Serve as the Office Manager and primary support staff for the Bureau of Planning and Evaluation. Consult with program supervisors and administrative staff to resolve administrative and operational issues and problems.

Schedule appointments and maintain calendars.

Meetings

Records and distributes minutes or other records for meetings. Prepares agendas and schedules for meetings.

Travel

Manage travel arrangements for all staff in the bureau, prepare pre-travel authorizations and prepare travel reimbursement as needed.

Budget

Assist with monitoring the budget, ensuring all expenditures are made in the appropriate categories and within budget constraints, including grant expenditures. Prepare a monthly report of expenditures. Reconcile expenditures, including Pcard reconciliations.

Communications

Primary contact for correspondence tracking. Prepare communications, such as memos, emails, invoices, reports and other correspondence.

Property Inventory

Track property purchases and transfers. Conduct inventory as part of the DOEA regular inventory efforts.

Staffing

Assist staff with applications from People First, arranging interviews, managing applicant records for each position.

Keep accurate, organized files.

Attendance is a required function.

Other support activities as needed.

Other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

Proficiency in MS Office Suite or related software

Ability to work in a team environment

Ability to work closely to support bureau project efforts as needed

Ability to utilize problem-solving techniques

Ability to plan, organize and coordinate work assignments

Organizational and categorizing skills to facilitate ready retrieval of documents

Ability to communicate effectively

Ability to establish and maintain effective working relationships with others

Ability to work independently

Have experience with and understand principles of office management and coordination

Understand office budgeting

SPECIAL NOTES:

Preference will be given to the Department of Elder Affairs employees.

BACKGROUND CHECKS:

A Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position.

APPLICANT INFORMATION:

Applicants should apply on-line via the People First Website https://peoplefirst.myflorida.com by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise.

If you have problems applying on-line, call the People First Service Center at 1-877-562-7287. Paper applications will not be accepted by the agency.

The Department of Elder Affairs is an "older worker-friendly" employer and also lists vacancies on the Silver Edition website, found at http://silver.employflorida.com, that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are "older worker-friendly."

The Department of Elder Affairs is an E-Verify employer and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each New Employee’s I-9 Form to confirm work eligibility.

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.