ADMINISTRATIVE ASSISTANT II - 43004676 - STATE OF FLORIDA : Job Details

Requisition No: 841800

Agency: Office of Financial Regulation

Working Title: ADMINISTRATIVE ASSISTANT II - 43004676

Pay Plan: Career Service

Position Number: 43004676

Salary: $40,000.00

Posting Closing Date: 11/28/2024

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* OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*

DIVISION: OFFICE OF FINANCIAL REGULATION

BUREAU: EXECUTIVE DIRECTION

CITY: ORLANDO

COUNTY: ORANGE, SEMINOLE, LAKE, VOLUSIA, POLK, OSCEOLA, AND BREVARD (COUNTIES SURROUNDING ORANGE COUNTY)

SPECIAL NOTES:

The Office of Financial Regulation (OFR) is responsible for licensing, chartering, examining, and regulating depository and non-depository financial institutions and financial service companies, including state- chartered banks, credit unions, trust companies, loan originators, mortgage lenders, securities dealers, investment advisors, consumer collection agencies and money transmitters throughout the state of Florida.

The incumbent of this position may be assigned to assist one or more areas from time-to-time in support of the mission of the OFR.

OFR is a professional office environment with a public service-driven mission. Some of the excellent benefits available to OFR employees include:

* Flexible work schedules for most positions.

* Paid holidays and an annual personal holiday.

* Paid vacation and sick leave.

* Excellent health & life insurance options for individuals and/or family coverage.

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

* Tax deferred medical and Dependent Care Benefit reimbursement accounts available.

* Deferred Compensation opportunities.

* Tuition waivers to attend state universities/community colleges.

* Retirement plans and options.

* Public Service Loan Forgiveness program.

Requirement:

A high school diploma or equivalent is required.

Additional requirements:

* Four (4) or more years working in a professional/confidential administrative position and/or, working with the public and upper-level management.

* Proficiency in the use of Microsoft Office software products (Word, Excel, Teams, Outlook, and PowerPoint) and Adobe Acrobat Professional.

Preferences:

* Excellent written and verbal communication skills.

* Experience in emergency operations, or facilities management.

* Experience working on multiple projects simultaneously.

* Experience creating, editing, and proofing business reports and confidential documents.

* Experience scheduling interviews.

* Work well under pressure and with competing assignments.

* Experience managing office projects

Skills and abilities must be demonstrated through prior work experience and/or training listed on the applicant's resume.

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

The anticipated starting salary will be $40,000.00.

Employees of the Department of Financial Services (DFS), which include employees of the OFR, are paid on a monthly pay cycle.

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.

All applicants seeking employment with the OFR are subject to mandatory background checks conducted through the Department of Financial Service (DFS), Bureau of Human Resource Management in accordance with the requirements of Chapter 435, F.S. and reviews by OFR. Applicants may be disqualified for employment with OFR based on the information that may be obtained through research and/or OFR's review process.

No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

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

* Knowledge of administrative principles, practices, and standard office procedures.

* Ability to perform multiple projects simultaneously.

* Ability to use various computer software's and equipment, including proficient in Microsoft Office Suite (Word, Excel, TEAMS, Outlook, and PowerPoint) Adobe Acrobat Professional.

* Ability to communicate using standard business writing formats and styles.

* Ability to create, edit, and proof business reports and confidential documents.

* Ability to organize documents and data.

* Ability to operate general office equipment.

* Ability to lift 30 lbs.

* Ability to handle telephone calls in a courteous and professional manner.

* Ability to collect, evaluate and analyze information relating to administrative functions.

* Ability to utilize problem-solving techniques and identify essential information.

* Ability to maintain confidential information.

* Ability to work well as part of a team and accomplish tasks independently.

* Ability to plan, prioritize, organize, and coordinate work assignments.

* Ability to apply rules, regulations, policies, and procedures to work assignments.

* Ability to communicate effectively both orally and in writing.

* Ability to establish and maintain effective working relationships with others.

OTHER KSAs (Incumbent may learn on job):

* Ability to perform task in My Florida Market Place (MFMP).

* Ability to perform task in the Department of Management Services (DMS) Requisition System (TRIRIGA).

* Ability to perform task in the Regulatory Enforcement and Licensing (REAL) System.

* Ability to perform task in the Statewide Travel Management System (STMS).

* Ability to perform task in the Purchasing Card (PCard) Works system.

BRIEF DESCRIPTION OF DUTIES:

* Serve as the administrative liaison between management and regional office personnel for administrative and facilities related matters.

* Assists with the evaluation of facility needs and processing necessary work orders for building maintenance.

* Assists with emergency operations.

* Assist with employee onboarding/offboarding functions.

* Coordinating maintenance and processing payments for office equipment.

* Manage employee access to office equipment.

* Assist with collecting and processing information for employee ID badges and credentials.

* Schedule interviews and may assist with reference checks.

* Assist in conducting and recording inventory of agency issued/assigned property.

* Receive and distribute incoming shipments and prepare outgoing shipments for collection.

* Assists with projects as directed by the Operations Manager and/or Chief Operating Officer.

* Maintain inventory of office supplies and general office equipment.

* Schedule use of conference rooms.

* Maintain office administrative calendars.

* Answer telephone calls screen and forward calls to appropriate personnel, and accurately take and communicate detailed messages in a prompt and courteous manner.

* Greet and assist visitors/public in a professional manner.

* Organize and maintain administrative electronic records.

* Assist with records management and public records maintenance.

* Prepare materials for training sessions and/or other meetings.

* Prepare and review a variety of professional reports, emails, and other correspondence or documents as directed by the Operations Manager and/or OFR's Chief Operating Officer.

* Assists with travel arrangements and payment.

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-###-####). 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.

Location:

ORLANDO, FL, US, 32801