OPS STAFF ASSISTANT - 64800123

State of Florida; Tallahassee (FL); On-site; USD 34,000 - 52,000; Full time

Job summary

The State of Florida, Department of Health in Tallahassee, seeks an OPS Staff Assistant to serve as receptionist for the Office of General Counsel and to assist the Transaction Practice Group as a legal/administrative support professional.

Primary duties include greeting visitors, answering calls, drafting documents, scheduling meetings, and maintaining case/tracking systems with confidentiality and accuracy.

Qualifications

• Ability to answer, screen and route incoming calls on a multi-line phone system.
• Excellent writing and organizational skills.
• Knowledge of correct spelling, punctuation, and grammar usage.
• Excellent reading comprehension.
• Ability to communicate effectively.
• Ability to follow written and verbal instructions.
• Ability to establish and maintain effective working relationships with others.
• Ability to work well within a team and multitask.
• Ability to draft documents.
• Knowledge of legal processes and terminology.
• Strong computer skills including MS Office.

Responsibilities

• Answering, screening, and routing incoming phone calls on a multi-line phone system
• Organizing and scheduling meetings and appointments
• Creating and distributing correspondence, memos, letters, faxes and forms
• Providing general support to visitors
• Handling sensitive information in a confidential manner
• Maintaining the Transaction Practice Group’s online assignment tracking system
• Performing other duties as assigned by the Chief Legal Counsel

Skills

Phone system handling

Meeting scheduling

Correspondence creation

Visitor support

Confidentiality

Legal support

Microsoft Office

Tools

Microsoft Office Suite

Job description

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

Requisition No:882851

Agency: Department of Health

Working Title: OPS STAFF ASSISTANT - 64800123

This is a full-time (40 hours per week) Other Personal Services (OPS) position.

Description

This position will serve as the receptionist for the Florida Department of Health’s Office of General Counsel managing incoming phone calls, greeting visitors and handling essential office assistant front desk duties. In addition to serving as the office receptionist, this position serves as a Legal Assistant for the Transaction Practice Group, in the Office of General Counsel in Tallahassee. The incumbent for this position will provide legal and administrative support to the Department’s Transaction Practice Group.

The Transaction Practice Group is responsible for drafting contracts for all Department of Health Divisions, reviewing procurement solicitations, all department two-party agreements, providing advice on contract and procurement issues and representing the department in bid protests before the Division of Administrative Hearings.

Job Responsibilities Include:

• Answering, screening, and routing incoming phone calls on a multi-line phone system
• Organizing and scheduling meetings and appointments
• Creating and distributing correspondence, memos, letters, faxes and forms
• Providing general support to visitors
• Handling sensitive information in a confidential manner
• Maintaining the Transaction Practice Group’s online assignment tracking system
• Performing other duties as assigned by the Chief Legal Counsel

Knowledge, Skills, and Abilities:

Preferred candidates must possess the following knowledge, skills, and abilities: ability to answer, screen and route incoming phone calls on a multi-line phone system; excellent writing and organizational skills; knowledge of correct spelling, punctuation, and grammar usage; excellent reading comprehension; ability to communicate effectively; ability to follow written and verbal instructions; ability to establish and maintain effective working relationships with others; ability to work well within a team; ability to work independently and to multitask; ability to receive direction and meet deadlines on a daily basis; ability to draft documents; knowledge of legal processes; knowledge of legal terminology; strong computer skills, including proficiency in Microsoft Office Suite (i.e., Word, Excel, PowerPoint, and Outlook).

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

Innovation: We search for creative solutions and manage resources wisely.

Collaboration: We use teamwork to achieve common goals & solve problems.

Accountability: We perform with integrity & respect.

Responsiveness: We achieve our mission by serving our customers & engaging our partners.

Excellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work

Florida Department of Health located at Capital Circle Office Complex at 2585 Merchants Row Blvd., Prather Building, Tallahassee, FL 32399

The Benefits of Working for the State of Florida:

• State of Florida 401(a) FICA Alternative Plan* - mandatory
• Reemployment Assistance (Unemployment Compensation) - mandatory
• Participation in state group insurance (must meet eligibility requirements, please consult with your servicing HR office for details)
• Deferred Compensation - voluntary
• Employee Assistance Program – voluntary

WHAT BENEFITS ARE NOT APPLICABLE TO OPS EMPLOYEES?

• Any form of paid leave
• Paid holidays
• Participation in the Florida Retirement System
• Reinstatement rights or retention rights

Note:

We request that all applications be completed with People First - no faxed or mailed applications to the agency. Experience, education, and/or training used to meet the minimum qualifications and in response to the qualifying questions must be verifiable through information contained in your application.

When completing the online application, all gaps of employment or education greater than 90 days starting from high school must be explained (approximate date, month, and year) identifying company name or if unemployed. Incomplete applications will not be considered.

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: http://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. 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 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.

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.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. 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. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

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.

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.