STAFF ASSISTANT - 48007281

Requisition No: 794880 

Agency: Department of Education

Working Title: STAFF ASSISTANT - 48007281

Position Number: 48007281 

Salary:  $32,468.80 (this includes the Competitive Area Differential) 

Posting Closing Date: 06/30/2023 

DIVISION OF BLIND SERVICES
LOCATION:  West Palm Beach (Palm Beach County)

SUCCESSFUL COMPLETION OF A LEVEL 2 BACKGROUND SCREENING IS A CONDITION OF EMPLOYMENT.

CANDIDATES ARE TYPICALLY HIRED AT THE MINIMUM SALARY.

ALL EMPLOYMENT GAPS MUST BE EXPLAINED AND INCLUDED WITH WORK HISTORY WHEN APPLYING.

This is a State of Florida Career Service Opportunity.

Job Description:

This position serves as the Human Resource (HR) Liaison for the DBS District 10 Office, located in West Palm Beach, Florida.  This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management, assisting with constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. As an HR Liaison, the incumbent in this position prepares personnel recommendation packets, routes personnel packets, assists with hiring and recruitment activities and works closely with State Office Human Resource staff.  This position is responsible for handling travel authorizations, reimbursements, p-card transactions, securing travel accommodations and preparing travel itineraries.  The position is also responsible for fleet management; this includes oversight of the state vehicle(s).  Fleet management duties may include maintenance, fueling, ensuring cleanliness, preparing mileage reports, etc.

Examples of Work:

• Coordinates and directs office services, such as records and budget preparation, contact management and personnel, and related duties to assist the District Administrator and Assistant District Administrator as needed.
• Assists in the preparation of budgets, budget amendments, and budget requests.
• Prepares and maintains records and reports.
• Makes recommendations for solutions to administrative problems by preparing reports, (which may include financial reports), by preparing applications, and possibly by preparing administrative orders.
• Files, maintains, stores, retrieves, or reproduces documents, records, and reports ondemand.
• Analyzes operating practices and procedures to create new or to revise existing methods.
• Reviews and prepares agenda materials.
• Maintains various databases.
• Interprets administrative and operating policies and procedures.
• Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.
• Plans meetings and/or conferences.
• Reads and responds to correspondence.
• Represents executive at meetings and on the phone as needed.
• Assists with the preparation of publications and other materials.
• Assists with Human Resource duties, which may include preparing hiring packets, separation packets, recruitment and selection, preparing for interviews, and completing various HR-related forms.
• Prepares travel authorizations, reimbursements, secures accommodations, coordinates travel arrangements, etc.
• Serves as the District Office fleet point of contact; this includes preparing fleet/vehicle reports, providing maintenance to the vehicle, cleaning the vehicle, fueling the vehicle, repairing the vehicle, etc.
• Stays abreast of administrative rules and policies to interpret established policy and applies appropriately to maintain office functionality.
• Provides assistance as needed to staff, consumers and the general public while providing optimum customer service.
• Independently prepares correspondence, prepares and/or audits travel claims, maintains all administrative records, and other documents as directed.
• Processes personnel forms in accordance with State, DOE and Division rules and policies including recommendations, employee benefits, employee attendance and leave, disciplinary actions and separations.
• Processes Administrative Purchase Orders and MITs in accordance with State, DOE and Division purchasing guidelines. 
• Ensures necessary office supplies are ordered timely and maintained to ensure staff have the items necessary to complete their assigned responsibilities.
• Enters data into the AWARE client management system which includes the processing of authorizations and invoices for client services. 
• Serves as the office inventory custodian or delegate and performs the required annual property inventory.
• Maintains office automation equipment as needed and assists staff with IT issues as needed.
• Records and tracks usage of state vehicle(s) by current state employees; reports vehicle data weekly and monthly to the state office. 
• Uses the Statewide Travel Management System (STMS) and the State of Florida p-card management system (WORKS) as needed. 
• Uses My Florida Marketplace (MFMP) as needed to order supplies, office furniture, etc. 
• Other duties as requested.
   

Minimum Qualifications:

• Three years of secretarial or clerical work experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
• Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.
• A high school diploma or its equivalent can substitute for one year of the required work experience.

Knowledge, Skills and Abilities:

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods of data collection.
• Knowledge of basic arithmetic.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to perform basic arithmetical calculations.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

To be considered for a position with the Division of Blind Services:

• All fields in the candidate profile must be completed.
• Work history, hours worked, and formal education fields must be filled out to determine qualifications for this position. Putting "see resume" does not substitute for completing all sections of the candidate profile.
• Responses to qualifying questions must be verifiable in the candidate profile. Not all applicants will be interviewed. Preference will be given for qualifying veterans, employees in layoff status and qualified candidates based on a review of their overall scores, KSAs, primary and supplemental applications, as well as completion of any required work samples, willingness questionnaires, and behavioral/personality/skills tests, and interview responses, as applicable. References and file reviews from previous employment will be verified to determine suitability.
• Resumes and other documentation can be attached to provide additional information.
• Individuals lacking the ability to competently do the job and those who are unable to positively contribute to a productive team environment, need not apply.
• The successful candidate must be able to pass a Level II Background screening.
• All previous periods of employment must be listed and accounted for.

The Florida Division of Blind Services is committed

to increasing recruitment and hiring of Veterans and individuals with disabilities and

improving employment outcomes.

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.