ADMINISTRATIVE ASSISTANT II - 43000690

State of Florida; Fort Lauderdale (FL); On-site; USD 33,000 - 40,000; Full time

Job summary

State of Florida's Criminal Investigations Division, Insurance Fraud Bureau in Fort Lauderdale seeks an Administrative Assistant II. This non-sworn position supports administrative and procurement duties within the division, handling records, scheduling, and communications.

Requires high school diploma, Microsoft Office skills, and a valid Florida driver's license. Experience with MFMP/STMS and bilingual abilities are a plus.

Qualifications

• High school diploma or equivalent is required.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Valid Florida driver's license by time of employment.
• Experience with MFMP and/or STMS preferred.
• Bilingual verbal and written skills may be a plus.
• Experience in law enforcement, government investigative agency, or related field is a plus.

Responsibilities

• Independently creates and reconciles purchase orders for regional offices.
• Liaises with Director’s Office and other departments; handles routine correspondence.
• Manages travel arrangements, prints requisitions, and tracks invoices for payments.
• Maintains office calendar; coordinates staff leave and training; manages office supplies.

Skills

Microsoft Office

Driver's license

Bilingual skills

Education

High school diploma

College degree (preferred)

Tools

MFMP

STMS

Job description

Requisition No: 883174

Working Title: ADMINISTRATIVE ASSISTANT II - 43000690

CLASS TITLE: ADMINISTRATIVE ASSISTANT II (NON-SWORN POSITION)

DIVISION: CRIMINAL INVESTIGATIONS DIVISION

BUREAU: INSURANCE FRAUD

CITY: FT LAUDERDALE

COUNTY: BROWARD

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 a Administrative Assistant II position which is a NON-SWORN position.

Click here for additional information about the Department of Financial Services, Criminal Investigations Division

A high school diploma or its’ equivalent is required.

• Proficient in using Microsoft Office Products (Word, Excel, Outlook, etc.)
• VALID Driver’s License from the Florida Department of Safety and Motor Vehicles by time of employment.

• A degree from an accredited college or university.
• Experience with MyFloridaMarketPlace (MFMP) and/or the 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.
• Experience working in law enforcement agency, law firm, fire service industry, or government investigative agency.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to compile and analyze data for administrative decisions.
• Ability to communicate effectively verbally and in writing.
• Ability to communicate effectively.
• Ability to find information and identify essential information.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to establish and maintain effective working relationships with others.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to operate general office equipment.
• Ability to organize files and other records.
• Ability to perform basic arithmetical calculations.
• Ability to plan, organize, and coordinate work assignments.
• Ability to type letters, memoranda and other standard business forms in correct format.
• Ability to type and type information into a computer system.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Knowledge and ability to perform basic arithmetical calculations. Knowledge of basic filing practices.
• Knowledge of basic arithmetic.
• Knowledge of office procedures and practices. Knowledge of correct spelling, punctuation and grammar usage.
• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.
• Must be able to accurately discern information from a telephonic, letter, or electronic written complaint.
• Must be able to accurately record information received via phone, email or letter onto a web form.
• Must be able to demonstrate proper phone etiquette.
• Must be able to listen to callers and accurately ascertain the complaint being made.
• Must be able to read, properly write, properly speak and clearly understand the English language.
• Must be proficient with Microsoft Outlook, Word, and Excel.

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 MUSTPASS 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.

To maintain fairness and integrity, applicants are required to provide honest and authentic responses during all stages of the evaluation and selection process. Applicants must rely on their own personal knowledge, thoughts, and impressions. A candidate’s use of Artificial Intelligence (AI) tools at any stage of the process is strictly prohibited and will result in disqualification for the position.

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 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!

The base annual salary for this position is $36,498.00.

A CAD (Competitive Area Differential) of $1,268.76 will apply only to those applying for positions in the following counties Palm Beach, Broward and Dade.

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.

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 Director’s 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 law enforcement investigators and clerk of courts to ensure payment is accurate and reflective of the order prior to submission.

Performs related work as required.

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 on the date of your retirement.

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.

Location:

FT LAUDERDALE, FL, US, 33309

Nearest Major Market: Fort Lauderdale

Nearest Secondary Market: Miami

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.