Administrative Assistant Ii - 48003635

ADMINISTRATIVE ASSISTANT II - 48003635 Date: Dec 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/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .Requisition No: 833304 Agency: Department of EducationWorking Title: ADMINISTRATIVE ASSISTANT II - 48003635Pay Plan: Career ServicePosition Number: 48003635 Salary: $2,813.33-$3,094.66 Posting Closing Date: 12/26/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) DIVISION OF VOCATIONAL REHABILITATIONLOCATION: TALLAHASSEEPOSITION TITLE: ADMINISTRATIVE ASSISTANT ll Position Number: 48003635 Salary Range: $36,760.00-$40,436.00 Our Organization and Mission: Vocational Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job. VR is committed to helping people with disabilities find meaningful careers. Our Mission is "to help people with disabilities find and maintain employment and enhance their independence." Our Vision is "to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees. DUTIES AND RESPONSIBILITIES: The employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions. The employee must interact courteously with others. The employee’s performance and behavior must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. Attendance is an essential function of this position. The incumbent in this position works independently assisting management in the coordination of administrative tasks and/or assignments which are complex in nature and very broad in objective with integration of diverse functions. Work involves the performance of administrative activities which involve independently planning administrative objectives and priorities. Work also involves the independent formulation, analysis and recommendation of changes in policies, rules and regulations. Self-direction is required, and the incumbent must be capable of setting priorities and assisting in a variety of activities. This position requires proficiency in the use of computer software for word processing, spreadsheets, PowerPoint presentations, and managing databases. The employee in this position serves as the timekeeper for the Bureau of Vendor and Contracted Services. As such, he/she is responsible for maintaining attendance and leave records and timely submitting each record in the People First System. Timesheets will be completed in the People First system by the 5th business day of the following month. The timekeeper is also responsible for the timely submission of leave without pay to avoid overpayments. Confidentiality of these matters will be maintained at all times. Assists the supervisor and bureau by:

planning, initiating, and completing administrative and clerical duties

providing back-up to the DVR HQ receptionist including the DVR HQ security system

managing records and files for the bureau, and their appropriate disposal

serving as the property custodian for the bureau and maintaining property records

maintaining calendars and itineraries

preparing memoranda, reports, and letters

developing and analyzing spreadsheet, graphs, and charts of data as required

responding to telephone inquiries by referring calls, providing information and making appointments

maintaining and reviewing current DVR policies, procedures, and rules and makes recommendations for possible revisions

requests office supplies and office materials using the centralized VR HQ Purchase Request system

generating purchase orders as necessary for specialty items for the bureau

preparing, tracking, amending, canceling or closing-out purchase orders and p-card transactions

ensuring that services and commodities are procured accurately and received timely

tracking budget allocations, encumbrances, expenditures, reconciling monthly expenditures, and briefing the supervisor

preparing and processing travel authorizations and reimbursements

coordinating travel logistics and itineraries

tracking travel expenditures and projecting estimated cost for planning purposes

assisting with meeting planning to include meeting logistics, transportation, training materials, schedules, registrations, travel, and hotel/meeting space logistics (meeting room space requirements, hotel sleeping rooms, banquet services, audio-visual equipment, on-site meeting management, ADA accommodations; reconciling all bills)

special projects

Performs other related duties and responsibilities as required.

Knowledge Skills and Abilities

Knowledge of: office procedures and practices; the principles and techniques of effective communication; methods of data collection; basic arithmetic; meeting planning. Ability to: understand and apply applicable rules, regulations, policies and procedures; deal with the public in a tactful and courteous manner; perform basic arithmetical calculations; work independently; utilize problem-solving techniques; plan, organize and coordinate work assignments; communicate effectively; establish and maintain effective working relationships with others.

Attendance is essential function of this position.

APPLICATION REQUIREMENTS

Candidate Profile (application) must be complete in its entirety. Your packet may be delayed at the final review step if you are missing the below items:

Work History (entered with the most recent/current listed first:

All State of Florida jobs

Any and all Florida University jobs

All periods of employment

Periods of unemployment

Gaps 3 months or more

Education

Volunteer Experience

Include supervisor names and phone numbers including current place of employment.

Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.

Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.

It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will convert to your official application.

If claiming Right to First Interview (https://www.flrules.org/gateway/ruleno.asp?id=60L-33.004&Section=0) , candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.

Complete and register your State of Florida Employment Application on-line, which will then enable you to electronically submit your application for advertised vacancies in the state agencies. The State of Florida application online can be edited at any time prior to each submission and will automatically populate when you apply to a specific position.

After you have applied to one or more job advertisements, all submitted applications can be viewed from the "Applicant Home Page" by clicking on "View Your Applicant Submissions. "A listing of all the positions to which you have applied will be displayed. You can view and/or print any or all the submitted applications, although this information is also maintained online.

[or]

Download and then fax a completed application to the People First Service Center at 888-403-2110. Be sure to include the requisition number on each page of your application.

For assistance in completing the employment application or applying for jobs using the People First system, call the People First Service Center at 1-877-562-7287.

It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening.

No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department.

Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies.

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. 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

STATE OF FLORIDA EMPLOYEE BENEFITS

State of Florida Retirement - 3% Employee Contribution Required

10 Paid Holidays annually

104 Hours of Paid Annual Leave annually

104 Hours of Paid Sick Leave annually

Health Insurance for Individual or Family Coverage – State pays 80% of premium-

Life Insurance – State pays premium for $25,000 basic term life insurance for full time employee

Additional supplemental insurances available such as dental, vision, etc.

Tax Deferred Medical and Child Care Reimbursement Accounts available

Benefits information can be found on the following website:

Insurance Benefits: http://www.myflorida.com/MyBenefits

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, 32312 Nearest Major Market:Tallahassee