ADMINISTRATIVE ASSISTANT II - 60073728

Administrative Assistant II - 60073728

This position serves as the assistant and back-up to the office administrative supervisor as well as performs essential duties of the administrative supervisor in the supervisor's absence. This position also assists the administrative supervisor with the oversight and training of the office staff to ensure regulatory deadlines are met.

Prepares purchase requisitions for the office, tracks same and ensures appropriate handling of purchase orders and receiving reports to include verification of appropriate codes, amounts, etc. within 5 working days of getting said commodities. Complies with and monitors compliance of the mandatory requirements of section 215.422, Florida Statutes, and Chapter 3A-20, Fla. Admin. Code.

Assists in organizing and coordinating the office functions of the Appeal Hearings Office, including directing special projects and activities within the office. Responds to inquiries regarding the hearing process on the behalf of the Chief. Assists the Chief with the preparation of materials for the meetings. Responsible for bringing together the various parts of the office automation system to keep it functioning effectively. Responsible for assuring the file-transfers across office data link with the FLORIDA computer system are correctly completed. Responsible for maintenance functions with the hardware and arranging for service as necessary. Responsible for oversight of the office records maintenance process, including the timely and accurate archiving of files. Maintains a filing system for the office policy manuals and regulations. Provides back up for preparation of public records requests.

Supports the Office of Appeal Hearings in all administrative functions including : drafting and preparing correspondence, and maintaining files on same, ensures that all activities are documented in the case management system, maintains the office personnel files, answers the telephones, routes calls, takes messages and responds to inquiries from the public including customers and their legal representatives regarding the hearing process.

Prepares and distributes notices, orders, and other office correspondence properly. Updates the case management system.

In the absence of the supervisor, the incumbent in this position oversees the work of the administrative staff in order to meet critical deadlines. Directs staff in applying state and federal rules to assure compliance with procedural issues for the hearings process. Provides oversight and acts as a backup for the supervisor for the following activities : review and distribution of incoming correspondence; proper distribution of outgoing correspondence; properly taking, distributing and following up on telephone messages for statewide staff; properly screening and entering of new hearing requests into the office database; ensuring hearing notices are printed timely and distributed to parties; cases are properly closed within the database and follow up correspondence is distributed to the parties.

Reviews and submits travel documents for the hearing staff to ensure that all prior authorizations are properly completed and all requests for reimbursements are properly submitted. Works with the administrative services center to resolve any issues to ensure timely and proper reimbursement. Also assists with resolving any issues in the WORKS system to ensure timely payments to vendors.

Candidate Profile (application) must be completed in its entirety. Include supervisor names and phone numbers 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" in place of entering work history. If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

The mission of the Department of Children and Families is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency. We are a highly skilled workforce committed to empowering people with complex and varied needs to achieve the best outcomes for themselves and their families. In collaboration with community stakeholders, we will deliver world class and continuously improving service focused on providing the people we serve with the level and quality that we would demand and expect for our own families. A workforce that operates with integrity maintains loyalty to a code of ethics that requires the courage to take responsibility for providing the highest quality of service to the vulnerable. We are a solutions-focused learning organization built on a foundation of transparency in action and accountability of results. Both within the organization and among our stakeholders, we thrive in a culture of respect for diversity of opinion that is nurtured through open communication. High performing and committed, we are unified in our goal of excellence in achieving quality outcomes for those we serve.

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.

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.