Requisition No: 798948

Agency: Economic Opportunity

Working Title: 798948-ADMINISTRATIVE ASSISTANT II - SES - 40031042

Position Number: 40031042

Salary: $35,000.00 - $45,000.00

Posting Closing Date: 04/10/2023

JOB TYPE: FULL TIME / SES

POSITION LOCATION: Tallahassee, FL (relocation benefits are not available for this position)

Administrative Assistant II-SES

OPEN COMPETITIVE

www.floridajobs.org/

Our Organization and Mission:

The Florida Department of Economic Opportunity (DEO) 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 DEO for positions that fit their skill sets.

The Florida Department of Economic Opportunity 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 DEO’s mission become yours. To find out more about us, click on the link: http://www.floridajobs.org/

The Work You Will Do:

The associate in this position will be responsible for assisting the Chief of Appeals with aspects of budgeting, travel, purchasing, and HR-related tasks.

The associate must be able to navigate electronic databases and have the ability to learn new databases quickly.

The associate will be responsible for tracking and updating spreadsheets, Smartsheet’s, and multiple reports for the appeals unit.

The associate must be able to keep information received in confidence.

The Difference You Will Make:

The Florida Department of Economic Opportunity (DEO) works across the state to support Florida’s economy, robust and talented workforce and our local communities. DEO is 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.

DEO is a fast-paced work environment in which critical thinking and prioritizing are a must.

How You Will Grow:

DEO encourages its employees to constantly innovate and seek efficiencies. Trainings are made available throughout the year and on request with our Office of Human Resources Training and with our Division of Workforce Training Unit. In accordance with DEO’s 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 also exhibits good listening skills.
• Works collaboratively to optimize the effectiveness of DEO'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:

Tallahassee is Florida’s Capital City and continues to grow by attracting development and new businesses. Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. DEO’s main office is located in Downtown Tallahassee, the political epicenter that draws in visitors each year to visit the state’s Capitol. Each spring, the legislative session opens, and people pour in to see the Florida Legislature perform business and approve the state’s annual budget. Being in Tallahassee will guarantee you an experience vibrant with a unique experience, professional growth, entertainment, and culture.

Tallahassee is:

• Known for its beautiful parks, rolling hills and oak trees, canopied roads, hotels, dining, museums, arts, music, and natural resources (https://talgov.com/ )
• Home to major college campuses, Florida State University (FSU), Florida A & M University (FAMU) and Tallahassee Community College (TCC).
• Approximately 22 miles from the nearest beach ( https://choosetallahassee.com/beaches-near-tallahassee/ )

• Within a state having no state income tax for residents of Florida

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

Pay: $35,000.00 - $45,000.00 / annually

Your Specific Responsibilities:

In accordance with Chapter 447.203(5), the incumbent of this position assists the Reemployment Assistance Chief of Appeals in a confidential capacity by performing duties relative to personnel, purchasing, budget and fiscal matters.

Perform fiscal, personnel, purchasing and statistical reporting and other major office functions. Authorize purchases and process payment requests made on various purchase cards or purchase orders within the Office of Appeals (Statewide).

Develop and/or maintain a comprehensive database on personnel in Excel to monitor personnel activity. Maintain position descriptions. Create vacancy announcements and monitor activity with regard to the hiring process, including collection of applications, creating spreadsheets for analysis of candidates, conduct background and reference checks and process personnel paperwork for the hiring package. Monitor and assist staff with People First as needed and act as liaison with DEO HR in regard to problem resolution.

Perform special assignments, research, and report preparation. Provide input and recommendations for budget. Attend various budget meetings as needed. Track budget and expenditures to ensure RA Appeals Chief is aware of current budget.

Answer incoming telephone calls, take messages, and assist customers.

Direct purchasing, duplicating, general housekeeping, property control and maintenance activities for the Appeals Office such as ordering office supplies essential for the proper function of the Office.

Make travel arrangements for the RA Appeals Chief, Benefits Administrator and OMC Manager and prepare travel vouchers for the reimbursement in a timely manner.

Process a variety of correspondence. Investigate subject matter and prepare replies.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices
• Knowledge of office procedures and practices
• Knowledge of the methods of data collection
• Knowledge of the principles and techniques of effective communication
• Ability to collect, evaluate, and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing
• Ability to prepare correspondence and administrative reports
• Ability to work independently
• Ability to plan, organize, and coordinate work assignments
• Ability to establish and maintain effective working relationships with others
• Knowledgeable of current statutes, rules, regulations, and policies and procedures with regard to time and attendance
• Knowledge of or the ability to learn how to work in My Florida Market Place
• Knowledge of or the ability to learn how to work in People First

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.

Preference:

• Four years secretarial or clerical work experience. College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours per year for work experience

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.