ADMINISTRATIVE ASSISTANT II - 73000699

State of Florida; Tallahassee (FL); On-site; USD 44,000 - 51,000; Full time

Benefits offered by this job

Health insurance

Retirement savings

Paid time off

Job summary

The Florida Department of Revenue is seeking an Administrative Assistant II to support the Inspector General and Executive Office. The role requires professional administrative experience, strict integrity with sensitive information, and excellence in customer service.

Responsibilities include receptionist duties, mail handling, records management, and coordinating HR-related processes and onboarding. Minimum qualifications include five years of administrative experience or a bachelor’s degree

Qualifications

• Five (5) years of professional administrative experience in an office setting.
• A bachelor’s degree can substitute for four (4) years of experience.
• Experience with P-card and MFMP purchases preferred.
• HR experience within Florida’s State Personnel System preferred.
• Knowledge of administrative principles, office procedures, and public records requirements.

Responsibilities

• Greet visitors and route calls; maintain courteous, prompt service.
• Ensure office coverage and phone coverage at all times.
• Receive, review, and distribute incoming mail and documents.
• Maintain correspondence tracking systems and responses for executive offices.
• Manage records, purge files per Florida Administrative Code, and respond to public records requests.
• Coordinate purchases (P-card/MFMP) for the office and ensure proper documentation.

Skills

Customer service

Professional conduct

Communication skills

Office organization

Data handling

Education

Bachelor's degree

Tools

MFMP

People First

SharePoint

Microsoft Office

Job description

Requisition No:887363

Agency: Department of Revenue

Working Title: ADMINISTRATIVE ASSISTANT II - 73000699

Pay Plan: SES

Position Number:73000699

Salary: $44,000.04 - $51,000.00 / annually

If you have a desire to use your talent and skills at an organization that provides critical services to millions of individuals, businesses and families across the state, the Florida Department of Revenue invites you to apply to become an essential member of our team.We are committed to maintaining a diverse workforce and providingemployment opportunities to veterans and individuals who have a disability.To lear n more about the Department of Revenue’s excellent array of benefits, including career training, tuition waivers, paid vacations, insurance, and retirement programs, visit our website .

The State of Florida State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

JOB SUMMARY

The incumbent in this position is expected to:

• Follow the Department of Revenue’s Standards of Conduct, model ethical behavior, and demonstrate the Department’s mission, vision and values in all activities.
• Provide excellent customer service, maintain a professional demeanor, and strive for continual improvement at all times.
• Comply with ethics-related policies and procedures.
• Show concern for others through demonstrated actions.
• Contribute to a working environment based upon Department of Revenue (DOR) values that is free of harassment or intimidation and that is conducive to a pleasant and productive atmosphere.

The individual in this position assists the Inspector General (IG). The individual filling this position must be an individual with integrity in view of the daily contact with sensitive and confidential information. The incumbent is also expected to perform the work assigned and to conduct him/herself in accordance with the values of the Department. Duties include:

• Serves as the office receptionist ensuring all visitors are treated courteously on entering the office and they receive prompt service by a staff member. Routes telephone calls to appropriate staff members.
• Ensures telephone and office coverage at all times, coordinating with other staff or offices as necessary.
• Receives, reviews, and distributes incoming mail.
• Serves as the correspondence liaison for the Executive Director's Correspondence Tracking System and the Executive Office of the Governor (EOG); maintains tracking system of inquiries from the EOG.
• Reviews outstanding assignments and informs staff of pending items.
• Maintains office files of correspondence, documents, reports, and other materials. Responds to inquiries from external agencies.; coordinates and assists staff in the destruction of or records and ensures that all files are purged in accordance with Florida Administrative Code (F.A.C.).
• Reviews, compiles, redacts, and copy information or documents subject to public records request or DOR internal information requests.
• Makes P-Card/My Florida Market Place (MFMP) purchases for the office. Makes purchases for all office supplies, furniture, and computer equipment.
• Approves meeting requests for OIG meeting rooms.
• Serves as the point of contact for the Executive Director's Office to facilitate and process administrative matters.
• Performs OIG inventory ensuring all inventory is accounted for properly (includes surplusing OIG inventory items no longer in use.)
• Serves as the OIG HR Liaison for People First and Workforce Management issues which includes the following:
• Coordinates with OIG management to advertise vacant positions in the People First system and ensures the process is completed correctly and submitted timely.
• Assists with the hiring and onboarding of new employees within the OIG. This includes scheduling employment interviews, arranging and monitoring work sample process, if applicable, and completing and obtaining required signatures on access and other forms for new hires.
• After management review, assembles, organizes, and submits completed hiring packages to Human Resources (HR) for retention purposes.
• Assists staff with time and attendance, benefits, and payroll issues as needed.
• Notifies management of upcoming employee performance management tasks and deadlines and ensures timely completion of the same.
• Updates phone lists, applicable websites and other office information for personnel changes.
• Attends HR Liaison meetings and updating the IG and management team on HR related changes and issues.
• Performs other duties as assigned.

MINIMUM REQUIREMENTS

• Five (5) years of professional administrative experience working in an office environment.

SUBSTITUTIONS

• A bachelor’s degree from an accredited college or university can substitute for four (4) years of professional administrative experience.

PREFERENCES

• Experience making P-card and/or MFMP purchases and maintaining supporting documentation.
• Experience related to properly accounting for and maintaining office supplies and property.
• Human resource experience with an agency in the State of Florida’s State Personnel System.

Required Knowledge Skills and Abilities:

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures, including those related to public records requests, purchasing and human resource requirements.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively to convey information (verbally and writing) to others.
• Proficient user of Microsoft Office Word, Excel, Outlook, PowerPoint and SharePoint to query, interpret, prepare and report data.
• Ability to be reliable and dependable, for example: to show up for work, ready to work, on a reliable basis, and to observe established work hours and scheduled appointments.
• Ability to handle sensitive and confidential information.
• Ability to reliably show up for work, ready to work, and maintain professional behavior.

SPECIAL NOTES

• This position is not eligible for full-time telework/remote work.
• A work sample will be given.
• Failing to respond, or providing a response such as “see resume,” “n/a” or similar, to any of the qualifying questions will disqualify the applicant from further consideration.

SALARY

$44,000.04 - $51,000.00 / annually

BENEFITS

Benefits include, but are not limited to, health insurance, life insurance, tuition waivers, paid sick and personal leave, paid parental leave, 10 paid holidays annually, retirement savings, and vision and dental insurance.

SCREENING DISCLAIMER

Your responses to qualifying questions must be verifiable by skills and/or experiences you stated on your candidate profile and/or resume.

ARTIFICIAL INTELLIGENCE (AI) DISCLAIMER

In assessing job applicants, the Department of Revenue values authenticity, independent thought, and accuracy in applicants’ responses. Therefore, applicants should not use artificial intelligence (AI) tools to assist in any manner with skills verification tests, online assessments, production of required work samples, or during the interview process. Applicants who submit or provide AI generated or AI assisted responses may be disqualified from consideration.

SKILLS VERIFICATION TEST OR ONLINE SKILLS ASSESSMENT

If you meet the minimum job requirements, we might require you to take a skills verification test or an online skills assessment to be considered for an interview.

CANDIDATE POOL

Future vacancies may be filled from this advertisement for a period of up to six months.

CRIMINAL BACKGROUND CHECKS

You will be required to undergo a National Level-2 criminal background check which requires you to provide your fingerprints.

WORK AUTHORIZATION REQUIREMENTS

The Department of Revenue does not hire individuals who require H-1B visa sponsorship to work in the United States. Candidates who require H-1B visa sponsorship will not be considered for this position.

Candidates who require participation in the STEM Optional Practical Training (STEM OPT) program must possess a qualifying STEM degree that is directly related to the duties of this position, in accordance with U.S. Citizenship and Immigration Services (USCIS) regulations.

REMINDER

Male candidates born on or after October 1, 1962, will not be eligible for hireor promotionunless 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 at http://www.sss.gov .

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.

Location

TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32303

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.