831057-ADMINISTRATIVE ASSISTANT II - 40034470 1 Date: Jun 11, 2024 Location: ORLANDO, FL, US, 32809 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .Requisition No: 831057 Agency: CommerceWorking Title: 831057-ADMINISTRATIVE ASSISTANT II - 40034470 1Pay Plan: Career ServicePosition Number: 40034470 Salary: $32,760.00 - $42,300.00 Posting Closing Date: 06/17/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) JOB TYPE: FULL TIME / Career ServicePOSITION LOCATION: Orlando,FL (relocation benefits are not available for this position) Administrative Assistant II OPEN COMPETITIVE www.floridajobs.org/ Your Specific Responsibilities: This position performs a full range of administrative support under limited supervision of the Chief of Reemployment Assistance Contact Centers (RA). Assists supervisor with completing administrative functions for the RA Contact Centers in Tallahassee and Orlando. Duties include administrative and clerical functions such as preparing correspondence and reports, assisting management with travel arrangements, purchasing, and personnel matters. Completes independent analysis, researches, and identifies problem areas and makes recommendations to management. Serves as the personnel liaison for the RA Contact Centers. Develops and maintains a comprehensive database on personnel in Excel to monitor personnel activity. Maintains position descriptions to ensure that future personnel actions may be completed timely. Creates vacancy announcements and monitors activity with regard to the hiring process, including collection of applications, creating spreadsheets for analysis of candidates, conducting background and reference checks and processing personnel paperwork for the hiring package. Monitors and assists staff with People First as needed and acts as a liaison with People First in regard to problem resolution. Trains RA Contact Centers staff in HR policies and procedures and prepares packets for training personnel. Prepares, updates, and distributes a wide variety of daily reports including the analysis of attendance. Prepares and updates on a daily basis a management report reflecting production. Performs special assignments, researches, and prepares reports. Reviews records and reports which require action and recommends solutions or courses of action. Maintains current information of division policies and programs and processes routine matters within established policies. Monitors and completes correspondence on operational issues. Serves as the P-card holder and is responsible for the RA Contact Centers’ entire purchasing activity. Processes purchasing paperwork. Monitors expenditures and reconciles P-card purchasing for both the Orlando and Tallahassee Contact Centers. Reviews and coordinates implementation of statutes, rules, regulations, policies, and procedures regarding purchasing. Performs routine office functions including establishment and maintenance of files, coordination of maintenance/repair agreements for office support equipment such as copiers, fax machines, computers, etc. Serves as the representative to vendors regarding delivery, maintenance, and repair of equipment for both contact centers. Orders and tracks supplies. Monitors and prepares shipments, processes mail daily, and prepares expense reports. Coordinates travel conducted by staff to ensure compliance with established procedures. Makes travel arrangements and prepares travel authorizations and reimbursement vouchers. Maintains data for travel reports. Schedules and/or reserves physical facilities for staff meetings or training sessions. Organizes, prepares, participates, and compiles results of scheduled meetings. Required Knowledge, Skills, and Abilities:
Knowledge of the methods of data collection and analysis.
Knowledge of administrative/office procedures and systems.
Knowledge of statutes, rules, regulations and policies and procedures regarding personnel matters, purchasing, travel and business practices.
Knowledge of current statutes, rules, regulations, and policies and procedures regarding time and attendance, and timesheets
Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
Ability to organize data into logical format for presentation in reports, documents, and other written materials.
Ability to conduct fact-finding research.
Ability to utilize problem-solving techniques.
Ability to understand and apply applicable rules, policies and procedures relating to operational and management analysis activities.
Ability to effectively communicate verbally and in writing.
Ability to establish and maintain effective working relationships with others.
Ability to complete independent analysis, research, and judgment in areas of administrative duties and ability to identify problem areas and make recommendations to management.
Must be able to always maintain confidentiality.
Qualifications:
As a condition of pre-employment eligibility, a Level 2 security background screening is required, which consists of fingerprinting and a check of local, state, and national law enforcement records.
Minimum:
Duties and responsibilities of this position must be performed at the official work site of the Department.
Ability to travel.
Preferred :
At least one year of professional experience in administrative, secretarial, clerical, or related work experience is required.
Pay: $32,760.00 - $42,300.00 Annually
Our Organization and Mission:
FloridaCommerce works across the state to support Florida’s economy, robust and talented workforce, and our local communities. We are dedicated to making a stronger and more resilient Florida, so our businesses, communities, and workforce are better prepared to withstand future economic slowdowns and natural disasters.
In collaboration with our partners, we salute our nation’s veterans and are honored to have the opportunity to support them and their family members by encouraging them to apply at FloridaCommerce for positions that fit their skill sets.
FloridaCommerce is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities. (TTY/TDD 1-800-955-8771 or the Florida Relay Service – 711.)
Let our mission become yours. To find out more about us, click on the link: http://www.floridajobs.org/
The Work You Will Do:
TheAdministrative Assistant IIis a member of the Reemployment Assistance Contact Center, Orlando team of the Division of Workforce Services.
The Difference You Will Make:
FloridaCommerce is a fast-paced work environment in which critical thinking and prioritizing are a must.
How You Will Grow:
FloridaCommerce encourages its employees to constantly innovate and seek efficiencies. Trainings are made available throughout the year and on request with the Office of Training and Development within the Bureau of Human Resource Management. In accordance with our Vision and Mission, the employee:
Furthers Florida’s economic vision by providing support that enhances the economy and develops, safe, and healthy communities.
Meets customer/client expectations with an emphasis on responsiveness, quality, quantity, and timeliness of work.
Provides information clearly, accurately, and succinctly; and exhibits good listening skills.
Works collaboratively to optimize the effectiveness of FloridaCommerce’s available resources and tools.
Uses knowledge acquired through education, training, or experience to complete tasks.
These expectations are for all our employees, and you will be expected to model these as a leader. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience.
Where You Will Work:
Orlando is a magical city that is known for its warm weather and hospitality. With the moniker “The City Beautiful” there’s an incredible mix of fun things to do in Orlando that make it an ideal place to work, play and live. Central Florida receives around 60 million visitors a year who are all drawn by its family friendly atmosphere, amazing restaurants, I-Drive shopping and of course it’s world-famous theme parks Disney World, Universal Studios, Sea World. When not at the theme parks, you will find Orlando is home to several nature trails, nearby springs and over 100 lakes. Orlando is also one of the fastest growing metropolitan areas in state with major job industries in hospitality, health care and technology. From major sporting events to its cultural arts and theater performances, Orlando has something for everyone.
Orlando is:
Home to major higher learning institutions such as: University of Central Florida (UCF), Valencia Community College (VCC), Rollins College, and Full Sail University
Approximately 90 minutes from many amazing beaches
Within a state having no state income tax for residents of Florida.
WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!
State Group Insurance coverage options+
(health, life, dental, vision, and other supplemental option)
Retirement plan options, including employer contributions ( www.myfrs.com )
Nine paid holidays and a Personal Holiday each year
Annual and Sick Leave Benefits
Student Loan Forgiveness Program (Eligibility required)
Flexible Spending Accounts
Tuition Fee Waivers (Accepted by major Florida colleges/universities)
Ongoing comprehensive training provided
Career Growth
Highly skilled, professional environment
For a more complete list of benefits, visit www.mybenefits.myflorida.com .
We care about the success of our employees.
We are always improving our technology, our tools, our customer’s experiences, and ourselves.
A rewarding experience for reliable, compassionate, and professional employees.
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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Nearest Major Market:Orlando