STAFF ASSISTANT - 60048490

Florida; Panama City (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

Florida Department of Children and Families in Panama City, FL is seeking a Staff Assistant to support the Program Operations Administrator and the service center. The role involves researching data, preparing reports, and coordinating clerical tasks with independent judgment.

A completed Florida state application is required to be considered. Responsibilities include HR activities, recruitment support, purchasing via Ariba-On-Demand, and developing tracking systems for management reports.

Qualifications

• Two years of Secretarial or Clerical work experience.
• Experience with Excel and Word.
• High School diploma or its equivalent.

Responsibilities

• Assist the Circuit Program Administrator with projects and priorities.
• Support recruitment, interviews, background checks and new hire packages.
• Order and manage goods using Ariba-On-Demand; track invoices and PO data.
• Develop tracking systems and compile information for management reports.
• Coordinate building functions, safety, inventory and meeting logistics.

Skills

Secretarial experience

Clerical experience

Excel

Word

Independent work

Education

High School diploma or equivalent

Tools

DASH Footprints

People First HRIS

FLAIR System

Ariba On-Demand

My Florida MarketPlace

Job description

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

Requisition No:884309

Agency: Children and Families

Working Title: STAFF ASSISTANT - 60048490

JOB FAMILY:OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATIONAL GROUP:OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATION: EXECUTIVE SECRETARIES & ADMIN ASSISTANTS

This position will be located in Panama City, FL (Bay County, FL)

A completed State of Florida Application with no lapse in dates of employment is required in order to be considered for this position

43-6011-02

Staff Assistant 60048490 (Anticipated Vacancy)

JOB DESCRIPTION

This is administrative work assisting a Program Operations Administrator in the operations of a Service Center. This employee independently researches and gathers data and prepares reports. Initiates special projects and provides guidance to assist in achieving the goals of the service center. Performs a variety of complex secretarial and administrative support functions that requires independent judgment.

MINIMUM REQUIREMENTS

Two (2) years of Secretarial or Clerical work experience. Experience working in spreadsheets (Excel) and word documents (Word). High School diploma or its equivalent

PREFERENCE WILL BE GIVEN TO CANDIDATES DEMONSTRATING

Knowledge of FLAIR System Knowledge of MyFloridaMarketPlace / Ariba On Demand System Knowledge of People First Human Resources Information System Knowledge of State Property and Records Management rules and regulations

SPECIFIC RESPONSIBILITIES

ADMINISTRATIVE

Assists the Circuit Program Administrator (OPA) with various projects as directed by the Program Administrator. Exercises independent judgment and decision-making ability in determining work priorities and work assignments. Provides clerical assistance to circuit Supervisors. Performs other related duties as assigned.

PERSONNEL/HUMAN RESOURCES

Assists Supervisors with human resource activities including but not limited to: Assisting in the recruitment process from advertising positions on People First to hire date, by setting up interviews, skills assessments, background checks, conducting reference checks, and preparing New Hire Packages.

Responsible for compiling and submitting complete and accurate personnel packages to Human Resources, submitting various Personnel Action Items to HR via the DASH Footprints system. Maintaining an organizational chart of the Circuit and other lists.

PURCHASING

Responsible for ordering and managing goods and services needed for Circuit operations. This includes utilizing the Ariba-On-Demand System (AOD/MFMP) to create purchase requisitions, receiving reports, process invoices, managing purchase orders and communicating with vendors.

REPORTS

Develops tracking systems to ensure completion of assignments as requested. Compiles information for management reports. Maintains statistics and disseminates information appropriately.

BUILDING FUNCTIONS

Assists OPA in safety coordination and Emergency Management. Ensures forms, office supplies, and equipment is ordered and maintained. Assists with Property Inventory. Coordinates vendor activities for the service center. Schedule’s room and attendees for meetings.

CUSTOMER SERVICE

Assists clients, receives visitors, answers calls, and make referrals. Follows-up to ensure timely and appropriate outcomes. Keeps supervisor fully informed of activities, pertinent issues, upcoming events, and potential problems. Drafts and composes responses for correspondence. Answers inquiries about policy and procedures when possible.

Originates, composes, and types correspondence. Take notes and completes minutes. Operates all office machines and equipment. Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of People First System
• Knowledge of Personnel rules and regulations.
• Knowledge of basic arithmetic.
• Skills in the use of Microsoft Office including Word, Excel, PowerPoint, Outlook and TEAMS.
• Ability to perform basic arithmetical calculations.
• Ability to work independently.
• Ability to deal with others in a tactful and courteous manner in person, phone and email.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to operate office equipment such as computer, telephone, scanner, printer, etc.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to effectively handle multiple priorities and assignments.

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies. Also, employees are subject to background re-screening at least every five (5) years.

The State of Florida is an Equal Opportunity Employer / Aff

Candidates requiring a reasonable accommodation, as defined by the American 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. Veteran’s Preference documentation requirements are available by checking here. All documentation is due by the close of the vacancy announcement.

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.

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.