ADMINISTRATIVE ASSISTANT II - 43001008

Administrative Assistant II - 43001008

The State Personnel System is an E-Verify Employer. For more information, click on our E-Verify Website.

Agency : Financial Services

Division : Investigative and Forensic Services

Class Title : Administrative Assistant II (Non-Sworn Position)

Bureau : Insurance Fraud

City : Miami

County : Miami-Dade

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.

To apply for this position, submit a State of Florida Employment Application via People First and submit a supplemental application to the following email address :

cidhiring@myfloridacfo.com

This supplemental application MUST be received no later than five (5) business days after the closing date of this advertisement in order to be considered for this position.

This is not a telework position. Candidate will be required to work in the office.

Job Line Phone Number : (850) 413-4063

Special Notes :

A high school diploma or its equivalent is required.

Additional Requirements :

Experience in Microsoft Office Suite such as Word, Excel, and Outlook, PowerPoint.

Valid Drivers License from the Florida Department of Safety and Motor Vehicles by time of employment.

Preferences :

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 agencys mission.

People First Candidate Profile (application) must be completed in its entirety. Please read below :

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.

What is 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.

If selected for an interview, interview will be conducted in person.

The Benefits of Working for the State of Florida :

Working for the State of Florida is more than a paycheck. The States total compensation package for employees features a highly competitive employee benefits including :

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 (For more information, please click www.myfrs.com).

Flexible Spending Accounts; and

Tuition waivers to attend State of Florida community colleges, colleges, and universities!

For a more complete list of benefits, click https : / / www.mybenefits.myflorida.com /

Salary :

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 the Following Required Entry Level Knowledge, Skills and Abilities :

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 :

Incumbent of position is a member of DFS Disaster Response Team and, in that capacity, may be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts.

Independently creates and reconciles purchase orders for region field offices for all Division bureaus utilizing My Florida Marketplace. Ensures payments are processed in accordance with purchase order terms. Communicates with field offices to ensure alternatives are ordered as necessary. Communicates with vendors to obtain quotes for services and arrange contractor site visits as needed. Prepares Purchase Acknowledgement forms for region field offices for all Division bureaus and submits for payment. Reconciles invoices for services received prior to submission, communicates with vendor to rectify issues and submits within time frame specified by DFS.

Acts as the liaison with Directors Office, other departments, divisions, and the public, and provides assistance as needed.

Tracks and maintains account of location and activity of investigators responding to requests for assistance. Create, maintain, and distribute monthly calendar for law enforcement investigators. Maintains staff calendar with leave requests and training scheduled. Receives and routes telephone calls; opens and distributes mail. Maintains inventory and procurement of office supplies. Independently composes and responds to routine correspondence. Complies with guidelines and deadlines for submission of paperwork. Prepares documents on behalf of staff members upon request.

Facilitates all print requisitions for the region field offices for all Division bureaus, creates and submits requisitions for business cards, door hangers, pamphlets. Ensures print inventory is maintained and requests are prioritized to meet Division needs. Serves as Office Manager.

Maintains all law enforcement investigative files for the office and provides security for files. Complies with record retention policies and completes records dispositions for approval for destruction or archiving of records. Researches files and provides information for law enforcement investigators which may include reviewing complex reports, memoranda, interviews, and other documents of a legal nature. Uses confidential electronic databases to access information as requested by sworn law enforcement personnel. Provides case files to Records Specialist upon request. Submits all received public records requests to Public Records Unit for processing. Coordinates with command staff to prepare and submit monthly case management data.

Serves as travel agent for field offices. Creates travel authorizations for new hires, assists staff with travel authorizations and travel reimbursements. Completes travel arrangements and reservations.

Receives vehicle logs for region and submits on behalf of field offices to Division Fleet Manager. Coordinates with fleet manager to ensure all receipts are reconciled and logs are received for region field offices.

Prepares Investigative cost forms for submission to Division headquarters. Coordinates with