ADMINISTRATIVE ASSISTANT II

Requisition No: 830603 

Agency: Business and Professional Regulations

Working Title: ADMINISTRATIVE ASSISTANT II - 79010442

 Pay Plan: Career Service

Position Number: 79010442 

Salary: $1,260.00- $1,696.16 

Posting Closing Date: 06/12/2024 

Total Compensation Estimator 

DIVISION OF ADMINISTRATION & FINANACIAL MANAGEMENT

(Agency Services)
ADMINISTRATIVE ASSISTANT II
Position Number: 79010442
Hiring Salary: $1,260.00- $1,696.16  Biweekly

 

* OPEN COMPETITIVE *

***Applicants must complete all fields in the Candidate Profile. Work history, hours worked, and formal education are required to qualify for this position. Responses to Qualifying Questions must be verifiable in the Candidate Profile. Resumes and other documentation can be attached to provide additional information. ***

Our Organization and Mission:

The Bureau of Agency Services is responsible for the administration of activities related to employee support, facilities, leasing, mailing, printing, property, records, and procurement. Our mission is to ensure the functional needs of the department are supported and acquired to meet the needs of both internal and external customers. We help maintain clean, safe and functioning work environments, provide procurement guidance in accordance with state laws and rules and provide direction for the efficient use of the department’s standard operations and leased facilities.

The Work You Will Do:

This is work performing administrative functions independently for the Bureau Chief such as drafting correspondence, scheduling meetings, and appointments, organizing and maintaining paper and electronic files, arranging conference calls, conducting research, preparing reports, handling information requests, and providing information to callers. Compiles data from records to prepare periodic reports.

Your Specific Responsibilities:

• Prepares and reviews operational reports and schedules to ensure accuracy and efficiency.
• Compiles, copies, sorts, and files records of office activities, business transactions, and other activities.
• Computes, records, and proof-reads data and other information. Composes and type’s letters and other correspondence.
• Orders materials, supplies, and services, and completes necessary documentation through MFMP.
• Answers telephone and responds to requests by reviewing files, records, and other documents to obtain information to respond to requests.
• Communicates with customers, employees, and other individuals.
• Opens incoming mail and routes mail to appropriate individuals.
• Composes and distributes meeting notes, correspondence, and reports.
• Maintains calendar and coordinates conferences and meetings for the Bureau.
• Arranges travel schedules, reservations and completes necessary paperwork.
• Records and types of minutes of meetings. 
• Reviews, prepares, and tracks assignments for the Bureau Chief.
• Reviews and prepares agenda materials.
• Coordinates legislative work.
• Interprets administrative and operating policies and procedures in order to improve workflow, simplify reporting procedures, or implement cost reductions.
• Oversees forms management; processes updates; creates in-office forms, assists section heads with preparation of training materials, policy and procedure and intranet reviews and updates. 
• Responsible for updating and broadcasting organizational charts and phone lists.
• Performs related work as required.

Knowledge, Skills, and Abilities:

• Ability to gather and organize information.
• Ability to manage time and work on multiple tasks simultaneously.
• Knowledge of Microsoft Office Suite programs.
• Knowledge of administrative and clerical procedures and systems.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Ability to understand written sentences and paragraphs in work related documents. Ability to communicate effectively with others in writing as indicated by the needs of the audience. 
• Ability to talk to others to effectively convey information.
• Ability to work with new material or information to grasp its implications.
• Ability to actively look for ways to help people and adjust actions in relation to other’s actions.
• Working knowledge of MFMP.

Minimum Requirements :  

• Bachelor's degree from an accredited college or university;  or 
• Administrative or clerical experience in a professional office environment can substitute on a year-for-year basis for the required college education;  and
• At least two (2) years of experience using the Microsoft Office Word, Excel, PowerPoint and Outlook.

Preferred :

Preference will be given to applicants with knowledge and/or experience with MyFloridaMarketPlace.

The 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 set of employee benefits including:

• State of Florida retirement package: 3% employee contribution required.
• Nine annual paid holidays and one personal holiday
• Ability to earn up to 104 hours of paid annual leave annually as a new employee with the State of Florida
• Ability to earn up to 104 hours of paid sick leave annually.
• The State of Florida offers health insurance coverage (i.e. individual and family coverage) to eligible employees.
• The State of Florida provides a $25,000 life insurance policy to eligible employees.
• Additional supplemental insurance policies are available for dental, vision, hospital supplement, cancer, etc.
• Tax deferred medical and childcare reimbursement accounts are available.
• Tuition waiver program to attend an approved State of Florida College or University

For additional benefit information, please visit the following website: 

***Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application. ***

Applicant Note: If you are the selected candidate for this position and hold a current license through the Florida Department of Business & Professional Regulation, you may be required to place your license in an inactive status.
 
NOTE : This position requires a security background check, physician assessment, drug screening, and participation in direct deposit. You will be required to provide your Social Security Number (SSN) and date of birth in order to conduct this background check.

 
Applicants are required to apply through the People First system by the closing date, by applying online. All required documentation must be received by the closing date of the advertisement. If you have any questions regarding your application, you may call .

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

 
The Florida Department of Business & Professional Regulation is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes.  

 

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DBPR Human Resources (HR) Office at . DBPR requests applicants notify HR in advance to allow sufficient time to provide the accommodation. SPECIAL REMINDERS: Male applicants born on or after October 1, 1962, 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: . 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 Florida Department of Business & Professional Regulation values the sacrifices veterans and their family members have given to our country and support the hiring of returning service members and military spouses.

 

A candidate for veterans’ preference who believes he or she was not afforded employment preference may file a complaint in accordance with Rule 55A-7.016, F.A.C., with the Florida Department of Veterans’ Affairs, Veterans’ Preference Coordinator, 11351 Ulmerton Road, Suite 311, Largo, FL, 33778. The Department of Veterans’ Affairs has also established an email where people can electronically file claims or ask questions. The email is  . The Department of Business and Professional Regulation will only hire U. S. citizens and lawfully authorized alien workers. Our agency participates in the E-Verify System which is a federal government electronic database available for employers to use to verify the identity and employment eligibility of all persons hired to work in the United States.  

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 ). 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.