ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II - 43001368

The Criminal Investigations Division encompasses all law enforcement and forensic components residing within the Department of Financial Services. This advertisement is for the Bureau of Insurance Fraud. This advertisement is for an Administrative Assistant II position which is a NON-SWORN position.

A high school diploma or its equivalent is required. Additional requirements include : experience in Microsoft Office Suite such as Word, Excel, and Outlook, PowerPoint. A valid driver's license from the Florida Department of Safety and Motor Vehicles by time of employment is required.

Preferences include experience with MyFloridaMarketPlace, the State of Florida's eProcurement system. Experience with Statewide Travel Management System (STMS). Special consideration may be given to eligible candidates who have bilingual verbal and written skills that meet a critical need of the agency's mission.

Candidate profile (application) must be completed in its entirety. Please include the names and phone numbers for the supervisor(s) and / or Human Resource Department for all periods of employment. Account for and explain any gaps in employment so that the hiring process is not delayed. 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". Each field (address, city, and state, dates, phone numbers, etc.) should be completed. If claiming Right to Interview, candidate MUST attach a copy of your official layoff letter when applying. Upon the selection of the top candidate, a current supervisory reference contact will be required.

Experience and education requirements must be met at the time of application submission to be considered. 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.

Selection is a three-to-six-month process where the successful applicants MUST PASS the Oral and Written Exam, as well as a Florida Criminal Justice Standards and Training Commission (CJSTC) background prior to beginning. All interviews will be conducted in person.

The benefits of working for the State of Florida include : State Group Health Insurance Coverage, $25,000 Life Insurance Policy (100% paid by employer), Dental, vision, and other supplemental insurance options available, Annual and Sick Leave benefits, 10 paid holidays each year, Retirement plan options, including employer contributions, Flexible Spending Accounts; and Tuition waivers to attend State of Florida community colleges, colleges, and universities!

The base annual salary for this position is $36,498.00 plus $1,268.76 Competitive Area Differential (CAD). Employees of the Department of Financial Services are paid on a monthly pay cycle. This position requires a security background check which includes a financial credit report, fingerprinting, and a drug screen.

Minimum qualifications for this position include : knowledge of standard business formats and styles for letters and business forms, knowledge of office procedures, knowledge of correct spelling, punctuation, and grammar usage, knowledge and ability to perform basic arithmetical calculations, knowledge of basic filing practices, knowledge of techniques for handling telephone calls in a courteous and efficient manner, skill in typing and the ability to type 35 correct words per minute, ability to work in Microsoft Office products such as Word, Excel, and Outlook, ability to organize files and other records, ability to use correct spelling, punctuation, and grammar, ability to type letters, memoranda, and other standard business forms in correct format, ability to operate general office equipment, ability to handle telephone calls in a courteous and effective manner, ability to plan, organize, and coordinate work assignments, ability to communicate effectively verbally and in writing, ability to establish and maintain effective working relationships with others, ability to compile and analyze data for administrative decisions.

Brief description of duties includes : independently creating and reconciling purchase orders for region field offices for all Division bureaus utilizing My Florida Marketplace, ensuring payments are processed in accordance with purchase order terms, communicating with field offices to ensure alternatives are ordered as necessary, communicating with vendors to obtain quotes for services and arrange contractor site visits as needed, preparing Purchase Acknowledgement forms for region field offices for all Division bureaus and submitting for payment, reconciling invoices for services received prior to submission, communicating with vendor to rectify issues and submits within time frame specified by DFS, acting as the liaison with Director's Office, other departments, divisions, and the public, and providing assistance as needed, tracking and maintaining account of location and activity of investigators responding to requests for assistance, creating, maintaining, and distributing monthly calendar for law enforcement investigators, maintaining staff calendar with leave requests and training scheduled, receiving and routing telephone calls; opening and distributing mail, maintaining inventory and procurement of office supplies, independently composing and responding to routine correspondence, complying with guidelines and deadlines for submission of paperwork, preparing documents on behalf of staff members upon request, facilitating all print requisitions for the region field offices for all Division bureaus, creating and submitting requisitions for business cards, door hangers, pamphlets, ensuring print inventory is maintained and requests are prioritized to meet Division needs, serving as Office Manager, maintaining all law enforcement investigative files for the office and providing security for files, complying with record retention policies and completing records dispositions for approval for destruction or archiving of records, researching files and providing information for law enforcement investigators which may include reviewing complex reports, memoranda, interviews, and other documents of a legal nature, using confidential electronic databases to access information as requested by sworn law enforcement personnel, providing case files to Records Specialist upon request, submitting all received public records requests to Public Records Unit for processing, coordinating with command staff to prepare and submit monthly case management data, serving as travel agent for field offices, creating travel authorizations for new hires, assisting staff with travel authorizations and travel reimbursements, completing travel arrangements and reservations, receiving vehicle logs for region and submitting on behalf of field offices to Division Fleet Manager, coordinating with fleet manager to ensure all receipts are reconciled and logs are received for region field offices, preparing Investigative cost forms for submission to Division headquarters, coordinating with law enforcement investigators and clerk of courts to ensure payment is accurate and reflective of the order prior to submission, performing related work as required.