ADMINISTRATIVE ASSISTANT II - 64085561

Administrative Assistant II - 64085561

This position is directly supervised by the General & Operations Manager I (SES) of the Expert Witness Office within the Prosecution Services Unit, Office of the General Counsel. Incumbent has the ability to work independently and possesses good judgment and problem-solving skills to ensure services provided are completed efficiently, timely, and correctly.

Receive the intake of cases that require an expert opinion. Reviews the cases to determine the applicable specialty and procedure(s); contacts an expert witness; makes arrangements for review of cases; requests the necessary authorizations in advance; prepares cover letter, including questions indicated by the reviewing attorney or consultant and any other pertinent information which will assist the expert in reviewing the case; and securely emails the investigative files, including applicable exhibits, i.e., x-rays, audio, video, photographs, etc.

Processes supplemental requests from expert to obtain missing or additional information; prepares and submits the request form to the appropriate field office; updates the complaint status and activity codes accordingly. File incoming correspondence and supplemental records in the case file and forward such records to experts if pertinent and applicable.

Incumbent is responsible for processing invoices for expert witnesses incurred for the Prosecution Services Unit; ensuring compliance with Section 215.422, F.S. and Chapter 3A-24, F.A.C., by coding the invoice to the appropriate board office, obtaining approval and submitting to Finance & Accounting within 5 working days; Creating and processing purchase orders through My Florida Market Place; tracking purchase orders and expenses; coordinating with vendors to register with My Florida Market Place.

Maintain and manage an organized tracking system of cases submitted to expert witnesses; Collect, evaluate and analyze data; document work flow to improve operational flow of the Expert Witness team. Manages quality and timeliness of expert opinion processing based on minimum standards.

Directs or responds to telephone / email inquiries received within the section from either expert witnesses, general public, complainants, Subject's and / or Subject's counsel concerning disciplinary cases.

Other duties as assigned.

Required Knowledge, Skills, and Abilities :

Knowledge, skills and abilities, including utilization of equipment, required for the position : Knowledge of the techniques for handling complaints and dealing with the public. Ability to compile, organize and analyze data and create reports. Ability to work independently; ability to maintain confidentiality. Ability to understand and apply Florida Statutes, rules, policies and procedures for licensing and regulation of professionals and facilities, and consumer protection. Ability to determine work priorities, multitask and ensure proper completion of work assignments in a timely manner. Ability to learn to use a case tracking system. Ability to communicate effectively, establish and maintain effective working relationships with others.

Preferred candidates should possess :

Reliable skills and abilities for attention to detail and accuracy.

Prioritizing and organizing work product and function.

Working under deadlines.

Qualifications :

Preference will be given to those who meet the following minimum requirements :

High school diploma or equivalent and

2 years administrative experience to include Microsoft Office, Adobe, data entry, and document preparation.

The Benefits of Working for the State of Florida :

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

Annual and Sick Leave benefits;

Nine paid holidays and one Personal Holiday each year;

State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;

Retirement plan options, including employer contributions

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

Flexible Spending Accounts;

Tuition waivers;

And more!

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

Please be advised :

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and / or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note : You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website.

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 successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and / or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

The State of Florida is an Equal Opportunity Employer / Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and / or People First Service Center (1-877-562-7287). 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.

The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and / or expertise.

Location :

Tallahassee, FL, US, 32399

Nearest Major Market : Tallahassee