Requisition No: 802716

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43000747 (OFFICE OF INSURANCE REGULATION )

Position Number: 43000747

Salary: $35,500.08

Posting Closing Date: 05/22/2023

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

DIVISION: OFFICE OF INSURANCE REGULATION
BUREAU: PROPERTY & CASUALTY MARKET REGULATION

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

Requirements:

• Documented work experience with maintaining confidentiality of employee-related information and documents
• Knowledge of administrative principles and practices.
• Proven experience preparing administrative reports.

Scheduled work hours for this position are from 8:00 AM to 5:00 PM, Monday through Friday.

This position is not designated for telework.

A work sample will be given to qualified candidates.

The annual salary for this position is $35,500.08.

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

This position requires a security background check, including fingerprint as a condition of employment.

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.

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

• Knowledge of professional office procedures and practices.
• Skilled in the use of desktop and laptop computers.
• Skilled in the use of Microsoft software to include Word, Outlook, and Excel.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to work independently and maintain confidentiality of employee-related information and documents.
• Ability to establish and maintain effective working relationships with others.
• Ability to communicate professionally and effectively, both verbally and in writing.
• Ability to deal with members of the public in a tactful and courteous manner.
• Ability to employ problem-solving techniques.
• Ability to plan, organize, coordinate and complete multiple work assignments within established timeframes.
• Ability to create professional business correspondence and other documents as directed.
• Ability to accurately alphabetize, proofread documents and use correct spelling, punctuation, and grammar.
• Ability to record information accurately.

BRIEF DESCRIPTION OF DUTIES:

Answers Bureau Chime Line, places and routes calls, takes messages, and answers routine questions relating to the Bureau.

Acts as the receptionist for the Bureau; greets and announces visitors, when necessary.

Receives, screens, date stamps, and distributes mail.

Responsible for the purchase and availability of materials and supplies for the Bureau.

Performs IRMAG duties – Manages and monitors employee requests to OIT Helpdesk.

Oversees and maintains the upkeep of office equipment, property inventory or maintenance contracts for copiers.

Responsible for monitoring, completion, and timely submission of semi-annual and annual reports.

Reviews, copies, and delivers to accounting all travel vouchers for the Director.

Monitors timely completion of performance evaluations. Maintains a tracking system to ensure the timely submission of performance evaluations. Follows up with the Director or Investigation Manager, as necessary.

Maintains updated position description forms on all employees in the Bureau. Prepares all forms used in reclassifications, and requests to advertise or for new appointment packages.

Monitors and provides current status on all Bureau vacancies for the weekly Vacancy Report.

Responsible for coordinating and compiling requests for public records and timely responses to the public records office.

Responsible for coordinating records management and archive activities for the Bureau. Maintains logs of files sent to the record center for storage and processing routine requests for retrieving files for review and destruction, as appropriate.

Acts as Bureau safety coordinator. Monitors employee attendance and accurately reports employee status during fire and other safety drills.

Inputs and monitors requests for continuing education and payment of courses for Bureau staff.

Responsible for coordinating office moves, building maintenance, telephone systems installations, service and repair and changes.

Assists with developing and maintaining current information on office procedures and practices.

Assist in all matters deemed necessary by the Investigation Managers or Director.

Acts as a member of the 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.

Performs other duties as assigned.

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.