Easter Seals Jobs

ADMINISTRATIVE ASSISTANT II - 60073728

Date: Sep 16, 2024

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 837511

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT II - 60073728

Pay Plan: Career Service

Position Number: 60073728

Salary: $40,000.22

Posting Closing Date: 09/27/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

This is not a telework position, employee will be required to work at the DCF offices located in the Centre of Tallahassee.

MINIMUM QUALIFICATIONS:An associate degree from an accredited college or university and one year of administrative experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Preference will be given to applicants with previous purchasing experience in MFMP/AOD.

This position serves as the assistant and back-up to the office administrative supervisor as well as performs essential duties of the administrative supervisor in the supervisor's absence. This position also assists the administrative supervisor with the oversight and training of the office staff to ensure regulatory deadlines are met.

Prepares purchase requisitions for the office, tracks same and ensures appropriate handling of purchase orders and receiving reports to include verification of appropriate codes, amounts, etc. within 5 working days of getting said commodities. Complies with and monitors compliance of the mandatory requirements of section 215.422, Florida Statutes, and Chapter 3A-20, Fla. Admin. Code.

Assists in organizing and coordinating the office functions of the Appeal Hearings Office, including directing special projects and activities within the office. Responds to inquiries regarding the hearing process on the behalf of the Chief. Assists the Chief with the preparation of materials for the meetings. Responsible for bringing together the various parts of the office automation system to keep it functioning effectively. Responsible for assuring the file-transfers across office data link with the FLORIDA computer system are correctly completed. Responsible for maintenance functions with the hardware and arranging for service as necessary. Responsible for oversight of the office records maintenance process, including the timely and accurate archiving of files. Maintains a filing system for the office policy manuals and regulations. Provides back up for preparation of public records requests.

Supports the Office of Appeal Hearings in all administrative functions including: drafting and preparing correspondence, and maintaining files on same, ensures that all activities are documented in the case management system, maintains the office personnel files, answers the telephones, routes calls, takes messages and responds to inquiries from the public including customers and their legal representatives regarding the hearing process.

Prepares and distributes notices, orders, and other office correspondence properly. Updates the case management system.

In the absence of the supervisor, the incumbent in this position oversees the work of the administrative staff in order to meet critical deadlines. Directs staff in applying state and federal rules to assure compliance with procedural issues for the hearings process. Provides oversight and acts as a backup for the supervisor for the following activities: review and distribution of incoming correspondence; proper distribution of outgoing correspondence; properly taking, distributing and following up on telephone messages for statewide staff; properly screening and entering of new hearing requests into the office database; ensuring hearing notices are printed timely and distributed to parties; cases are properly closed within the database and follow up correspondence is distributed to the parties.

Reviews and submits travel documents for the hearing staff to ensure that all prior authorizations are properly completed and all requests for reimbursements are properly submitted. Works with the administrative services center to resolve any issues to ensure timely and proper reimbursement. Also assists with resolving any issues in the WORKS system to ensure timely payments to vendors.

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.

Location:

TALLAHASSEE, FL, US, 32303 CRAWFORDVILLE, FL, US, 32327 HAVANA, FL, US, 32333 MIDWAY, FL, US, 32343 MONTICELLO, FL, US, 32344 QUINCY, FL, US, 32351 QUINCY, FL, US, 32353 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32399 WAKULLA SPRINGS, FL, US, 32327

Nearest Major Market:Tallahassee