ADMINISTRATIVE ASSISTANT II - 43001258

Requisition No: 847458 

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43001258

 Pay Plan: Career Service

Position Number: 43001258 

Salary:  $34,350.00 

Posting Closing Date: 03/07/2025 

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

DIVISION: CRIMINAL INVESTIGATIONS DIVISION

BUREAU: INSURANCE FRAUD

CITY: TAMPA

COUNTY: HILLSBOROUGH

The Criminal Investigations Division encompasses all law enforcement and forensic components residing within the Department of Financial Services. With this broad responsibility, the division investigates a wide range of fraudulent and criminal acts including:

• Insurance Fraud Investigations
• Workers’ Compensation Fraud Investigations
• Public Assistance Fraud
• Fire, Arson, and Explosives Investigations
• Theft/Misuse of State Funds
• Fire and Explosives Sample Analysis

Mission Statement

Serving and safeguarding the public and businesses operating in the State of Florida against acts of fraud, arson, and the misuse of state funds.

Available links to the Agency and Division:

• MyFloridaCFO
• Criminal Investigations Division

SPECIAL NOTES:

This position requires a security background check which includes a financial credit report, and fingerprinting.

TO APPLY FOR THIS POSITION, SUBMIT A STATE OF FLORIDA EMPLOYMENT APPLICATION ONLINE IN PEOPLE FIRST AND EMAIL IN A SUPPLEMENTAL APPLICATION TO THE EMAIL ADDRESS BELOW. THE SUPPLEMENTAL APPLICATION CAN BE FOUND AT:

https://www.myfloridacfo.com/division/cid/career-opportunities

Email Address:  cidhiring@myfloridacfo.com

Job Line Phone number: (850) 413-4063

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.

Requirement:

High School Diploma or its' equivalent is required.

Additional requirements:

• Experienced in Microsoft Office products such as Word, Excel, and Outlook.
• Two (2) years professional office experience.
• Experienced in creating and/or reconciling invoices and/or purchases.

Special consideration may be given to eligible candidates who have bilingual verbal & written skills that meet a critical need of the agency’s mission.

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 that consists of the following:

• Completed State of Florida Employment Application
• Completed Department of Financial Services, Criminal Investigations Division Supplemental Application
• Interview
• Fingerprinting
• Background Investigation
• Financial credit report

Our Salary & Benefits

The base salary for this position is $34,350.00.

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

• Paid holidays, vacation and one personal holiday
• Ability to earn up to 104 hours of paid annual leave as a new employee
• Ability to earn up to 104 hours of paid sick leave annually
• Pension and investment retirement plan options (MyFRS)
• Flexible Spending Accounts, Health Savings Accounts
• Tax deferred medical and childcare reimbursement accounts
• State of Florida Tuition Waiver Program (must be accepted by a Florida colleges/universities)
• Public Service Student Forgiveness Program (PSLF) - (Eligibility required)

https://studentaid.gov/sites/default/files/public-service-application-for-forgiveness.pdf 

• Career training opportunities
• $25,000.00 in automatic life insurance coverage
• Affordable health insurance options starting as low as $30.00 per month
• Multiple supplemental insurance options including: dental, vision, disability and more

For a more complete list of benefits, visit https://www.mybenefits.myflorida.com/.

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of standard business formats and styles for letters and business forms.

Knowledge of office procedures.  Knowledge of correct spelling, punctuation and grammar usage.

Knowledge and ability to perform basic arithmetical calculations. Knowledge of basic filing practices.

Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.

Skill in typing and the ability to type.

Ability to work in Microsoft Office products such as Word, Excel, and Outlook.

Ability to organize files and other records.  Ability to use correct spelling, punctuation and grammar.

Ability to type letters, memoranda and other standard business forms in correct format.

Ability to operate general office equipment.  Ability to handle telephone calls in a courteous and effective manner.

Ability to plan, organize, and coordinate work assignments. Ability to communicate effectively verbally and in writing.

Ability to establish and maintain effective working relationships with others. Ability to compile and analyze data for administrative decisions.

OTHER KSAs (Incumbent may learn on job):

Knowledge of support staff procedures within a law enforcement agency, law firm, or government investigative agency.

BRIEF DESCRIPTION OF DUTIES:

If applicable, (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.)

Independently creates and reconciles purchase orders for region field offices for all Division bureaus utilizing My Florida Marketplace. Ensures payments are processed in accordance with purchase order terms. Communicates with field offices to ensure alternatives are ordered as necessary. Communicates with vendors to obtain quotes for services and arrange contractor site visits as needed. Prepares Purchase Acknowledgement forms for region field offices for all Division bureaus and submits for payment. Reconciles invoices for services received prior to submission, communicates with vendor to rectify issues and submits within time frame specified by DFS.

Acts as the liaison with Director’s Office, other departments, divisions, and the public, and provides assistance as needed. 

Tracks and maintains account of location and activity of investigators responding to requests for assistance. Create, maintain, and distribute monthly calendar for law enforcement investigators. Maintains staff calendar with leave requests and training scheduled. Receives and routes telephone calls; opens and distributes mail. Maintains inventory and procurement of office supplies. Independently composes and responds to routine correspondence. Complies with guidelines and deadlines for submission of paperwork. Prepares documents on behalf of staff members upon request.

Facilitates all print requisitions for the region field offices for all Division bureaus, creates and submits requisitions for business cards, door hangers, pamphlets. Ensures print inventory is maintained and requests are prioritized to meet Division needs. Serves as Office Manager

Maintains all law enforcement investigative files for the office and provides security for files. Complies with record retention policies and completes records dispositions for approval for destruction or archiving of records. Research files and provides information for law enforcement investigators which may include reviewing complex reports, memoranda, interviews, and other documents of a legal nature. Uses confidential electronic databases to access information as requested by sworn law enforcement personnel. Provides case files to Records Specialist upon request. Submits all received public records requests to Public Records Unit for processing. Coordinates with command staff to prepare and submit monthly case management data.

Serves as travel agent for field offices. Creates travel authorizations for new hires, assists staff with travel authorizations and travel reimbursements. Completes travel arrangements and reservations.

Receives vehicle logs for region and submits on behalf of field offices to Division Fleet Manager. Coordinates with fleet manager to ensure all receipts are reconciled and logs are received for region field offices.

Prepares Investigative cost forms for submission to Division headquarters. Coordinates with law enforcement investigators and clerk of courts to ensure payment is accurate and reflective of the order prior to submission.

Performs related work as required.

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.