ADMINISTRATIVE ASSISTANT I - 41000616

Requisition No : 836412

Agency : Office of the Attorney General

Working Title : ADMINISTRATIVE ASSISTANT I - 41000616

Pay Plan : Career Service

Position Number : 41000616

Salary : $33,742 - $37,852 Annually

Posting Closing Date : 09 / 14 / 2024

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Our Organization and Mission : The Office represents the State of Florida in state and federal civil and criminal courts, from trial courts to the Supreme Court of the United States.

Position Summary : This position is in the Office of the Attorney General within Civil Legal Services - Child Support Enforcement Unit in Fort Lauderdale, Florida.

Pay : $33,742 - $37,852 Annually

Qualifications :

• Four (4) years of secretarial or administrative work experience Or
• A high school diploma or its equivalent and two (2) years of secretarial or administrative work experience; or
• A bachelor's degree; or
• If no bachelor’s degree : College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for up to two (2) years of the required work experience; or
• Vocational / technical training in an area of secretarial science or office / business studies can substitute at the rate of 720 classroom hours for up to two (2) years of the required work experience.
• The Work You Will Do : Administrative Assistant I must maintain thorough working knowledge of agency and legal activities as well as child support program policies and procedures;

ability to use computers and related technology and software efficiently. The duties of this position may include but are not limited to :

Administrative Duties

• Assist Bureau Chief with tasks that involve independent planning of administrative objectives and priorities relating to the Bureau.
• Assists Bureau Chief with the day to day operations of the Bureau.
• Coordinates and schedules meetings, as directed; prepare meeting agendas, meeting minutes, notes and action items. Monitors completion of action items and reports status to Bureau Chief.
• Assists Bureau Chief with monitoring Bureau time entries; performs time keeper functions including time tracking corrections.

Timely and accurately enters Bureau Chief’s time in the appropriate database. Reviews and approves time cards for all Regions and Bureau, as requested.

Prepares, submits, and monitors travel reimbursements.

Finance

6. Reviews budget and invoices for the Bureau for discrepancies and reports findings to the Bureau Chief; distributes appropriate budget to each Region, and end of month reconciliation of purchases.

7. Monitors and organizes office supplies and processes supply orders through the applicable steps for purchasing.

Personnel

8. Requests advertisements for vacant positions from the entire Bureau, updates vacancy report and reports discrepancies to the Bureau Chief, and monitors PARS for the Bureau to ensure timely processing and approval.

9. Assists Bureau Chief with personnel issues regarding the Bureau and / or the Regions.

10. Acts as a liaison for the Bureau with DOR and / or HR to ensure compliance with all mandatory training, paperwork submission, and access to all databases.

Correspondence

11. Assists Bureau Chief, as needed, to follow-up on high-level complaint calls. Monitors official correspondence for cases assigned to the Bureau, researches case information, drafts response for review, and records activity on all databases.

Ensures all official correspondence is handled timely and all deadlines are met on submission of reply.

12. Handles public records requests for the Bureau as the assigned Public Records Coordinator; enters and maintains entries in the OAG Public Records Request Tracking database;

maintains a working knowledge of all applicable procedures regarding public records requests.

Miscellaneous

13. Performs related work as directed.

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, visit www.mybenefits.myflorida.com.

IMPORTANT NOTICE : To be considered for the position, all applicants must :

Submit a complete and accurate application profile necessary for qualifying such as dates of service, reason for leaving, etc.

In addition, all applicants must ensure all employment and / or detailed information about work experience is listed on the application (including military service, self-employment, job-related volunteer work, internships, etc.

and that gaps in employment are explained. NOTE : Any required experience and / or preferences listed in the advertisement must be verified at the time of application.

Ensure that applicant responses to qualifying questions are verifiable by skills and / or experience stated on the employment application and / or resume.

Applicants who do not respond to the qualifying questions will not be considered for this position.

• The elements of the selection process may include a skill assessment exercise.
• Current and future vacancies may be filled from this advertisement for a period of up to six months. Following the six-month period, a new application must be submitted to an open advertisement to be considered for that vacancy.
• OAG employees are paid biweekly. All state employees are required to participate in the direct deposit program pursuant to s. 110.113, Fs.

CRIMINAL BACKGROUND CHECKS / DRUG FREE WORKPLACE : All OAG positions are "sensitive or special trust" and require favorable results on a background investigation including fingerprinting, pursuant to s.

110.1127(2)(a), F.S. The State of Florida supports a Drug-Free Workplace, all employees are subject to reasonable suspicion or other drug testing in accordance with section 112.

0455, F.S., Drug-Free Workplace Act. We hire only U.S. citizens and those lawfully authorized to work in the U.S.

E-VERIFY STATEMENT : The Office of the Attorney General participates in the U.S. government’s employment eligibility verification program (e-verify).

E-verify is a program that electronically confirms an employee’s eligibility to work in the United States after completion of the employment eligibility verification form (i-9).

PERSONS WITH DISABILITY / ADA STATEMENT : The OAG supports the employment of individuals with disabilities and encourages them to seek employment within our agency.

If you need an accommodation because of a disability, as defined by the Americans with Disabilities Act, in order to participate in the application process, please notify the people first service center at 877-562-7287.

If you need an accommodation during the selection process, please notify the hiring authority in advance to allow sufficient time to provide an accommodation.

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

For more information, please visit the SSS website at : https : / / www.sss.gov. 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.

If you return to FRS employment before satisfying the required waiting period, your retirement may be voided, and you may have to repay all benefits you have received, including any Deferred Retirement Option Program (DROP) payout.

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.

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.