STAFF ASSISTANT - 60065976

Florida; Orlando (FL); On-site; USD 32,000 - 46,000; Full time

Job summary

The Florida Department of Children and Families is seeking a STAFF ASSISTANT to perform a variety of office support tasks requiring independent judgment, data gathering, and report preparation. You will coordinate meetings, prepare correspondence, travel requests, and secure system access for staff as directed.

This role supports program administration, builds and maintains contact lists, tracks documents, and assists with HR actions, hiring packets, and evaluations.

Qualifications

• Knowledge of office procedures and practices; effective communication; methods of data collection; basic arithmetic.
• Ability to understand and apply applicable rules, regulations, policies and procedures; deal with the public in a tactful and courteous manner.
• Perform basic arithmetical calculations; work independently; utilize problem-solving techniques; plan, organize and coordinate work assignments; communicate effectively.

Responsibilities

• Schedules and coordinates meetings for the Program Administrator.
• Prepares correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination.
• Prepares, and submits travel requests and reimbursements. Prepares and submits required security forms to obtain systems access for staff.
• Coordinates teleworking and network installations for the administration.
• Maintains contact lists, appropriate filing or tracking systems, and performs general copying and mail distribution tasks.
• Assists in tracking and managing equipment contracts, completes change orders, maintains meter readings, and inventory of equipment and supplies.
• Prepares and processes purchase requisitions and invoices through FL AIR and MFMP.
• Assists with the safety coordination and emergency operations planning according to the Emergency Operations Plan.
• Prepares and processes human resource actions; assists with hiring and performance evaluations; maintains employee files.
• Develops and maintains tracking systems and prepares reports for the Program Administrator’s review.
• Handles customer complaints and referrals; notifies management as appropriate.
• Participates in required training, meetings and conferences, and other duties as assigned.

Skills

Office procedures

Effective communication

Data collection

Basic arithmetic

Work independently

Problem-solving

Plan and organize

Teamwork

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:885556

Agency: Children and Families

Working Title: STAFF ASSISTANT - 60065976

This position performs a variety of office administrative support functions requiring independent judgment, research, collection of information/data, preparation and maintenance of reports, and maintains the confidentiality of sensitive information. Assists with special projects and provides guidance to the administration to ensure deadlines are met and or targets are achieved.

Administrative - Schedules and coordinates meetings for the Program Administrator. Prepares correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination. Prepares, and submits travel requests and reimbursements. Prepares and submits required security forms to obtain systems access for staff within the administration as directed. Coordinates teleworking and network installations for the administration. Maintains contact lists, appropriate filing or tracking systems, and performs general copying and mail distribution tasks.

Building Functions - Assists in coordinating with General Services, Information Technology, and or vendors as outlined in the Children and Families Operating Procedure (CFPO) 70-14. Assists with tracking and managing equipment contracts, completes change orders, and maintains meter readings, and maintains inventory of equipment and supplies. Prepares and processes purchase requisitions and invoices through Florida Accounting Information Resource (FLAIR) and My Florida Market Place (MFMP). Assists with the safety coordination and emergency operations planning according to the Emergency Operations Plan.

Personnel - Prepares and processes human resource actions as directed by the Program Administrator in accordance with the State Personnel Rules and Department policies and operating procedures. Provides documents and other related material as it pertains to all human resource actions. Assists with the hiring process by advertising position vacancies and assembling the hiring packets. Assists with and tracks the scheduled performance evaluations within the Administration Unit and serves as a human resource liaison. Maintains employee working files for the Administration Unit.

Reports - Develops and maintains tracking systems to ensure completion of assignments. Compiles information and prepares reports for the Program Administrator’s review.

Customer Service - Handles customer complaints and Department referrals/trackers; routes and or assigns to appropriate area for proper assistance, tracks, and follows up to ensure resolution. Keeps management fully informed of activities, pertinent issues, upcoming events, and potential problems; notifies Client Relations Coordinator when appropriate.

Participates in required training, meetings and conferences, and other duties as assigned.

KNOWLEDGE, SKILLS, and ABILITIES

Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of office procedures and practices; principles and techniques of effective communication; methods of data collection; basic arithmetic. Ability to understand and apply applicable rules, regulations, policies and procedures; deal with the public in a tactful and courteous manner; perform basic arithmetical calculations; work independently; utilize problem-solving techniques; plan, organize and coordinate work assignments; communicate effectively; establish and maintain effective working relationships with others.

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.