STAFF ASSISTANT - 65000295

State of Florida; Ocala (FL); On-site; USD 36,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Life Insurance $25,000 (employer paid)

Dental and vision options

Annual and Sick Leave

Job summary

Florida Department of Elder Affairs in Ocala, FL seeks a STAFF ASSISTANT to perform a variety of administrative tasks and support a dedicated team. The position is not teleworking and requires reporting to the DOEA office in the service area.

Salary ranges from $35,712.24 to $37,497.84 annually, commensurate with experience and qualifications. Applicants must meet the minimum qualifications and complete all required documentation.

Qualifications

• Two or more years of professional secretarial or clerical work experience.
• Associates degree can substitute for the required experience.
• Combination of education and professional work experience totaling two or more years.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Input and process referrals and client information in the eCIRTS system.
• Answer calls, provide routine information, and route inquiries.
• Prepare reports, memorandums, and office documents from draft to final copy.
• Manage incoming email, route information, and prepare mail.
• Maintain CARES files and retention schedules.
• Coordinate purchases, travel vouchers, and budget data collection.

Skills

Strong written and oral communication

Data entry accuracy

Microsoft Windows OS

Office suite knowledge

Documentation and records management

Tools

eCIRTS

SharePoint

OneDrive

Outlook

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:886622

Working Title: STAFF ASSISTANT - 65000295

This is a highly responsible professional support position in the CARES office. This position performs a variety of administrative tasks. The incumbent will be an integral member of a dedicated team.

This position is not a teleworking position, and the incumbent is required to report to the DOEA office in the area it serves.

PAY:

Salary will be commensurate with experience and qualifications, ranging from $35,712.24 to $37,497.84, annually.

DUTIES AND RESPONSIBILITIES:

• Inputs and processes referrals and client information into the electronic Client Information and Registration Tracking System (e). Maintains efficiency and quality control by reviewing documents for completeness and appropriateness prior to input and, rejects and/or requests clarification as needed. Compiles and analyzes data for administrative decisions. May act as a liaison between the HQ, BIT, and the field office for the purpose of regular equipment maintenance and troubleshooting.
• Receives and screens telephone calls in a professional and courteous manner; provides routine information, and routes calls appropriately. Provides general information to long‑term care facilities, county agencies, hospitals, and other private providers in the community.
• Produces correspondence, memorandums, reports, in‑house forms for staff, manuals and other office documents from rough draft to final copy. Work is highly complex and often technical or medical in nature. Provides technical support to staff by preparing reports, logs, and correspondence.
• Sorts and processes incoming email., responds timely to email and other electronic communication. Accurately routes information to the appropriate staff or eCIRTS case record; creates new eCIRTS case records; and prepares outgoing mail.
• Maintains CARES files by using appropriate filing methods. Purges and destroys files as mandated by following established retention schedules.
• Initiates/retains purchase requisitions for supplies; tracks purchase orders and billing receipts from vendors to adhere to timely purchasing deadlines for in‑house supplies and machine maintenance. Prepares travel vouchers accurately and timely. Coordinates the collection and presentation of data for use in tracking expenditures for budget purposes.
• Coordinates all special projects as assigned by the supervisor.
• Participates in disaster recovery efforts throughout the State of Florida.
• Performs other duties as assigned.
• Attendance is an essential function of this position.

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

• Posses strong written and oral communication skills, and uses correct grammar, punctuation, and spelling. Must be detail oriented and able to enter data accurately into a computerized system. Navigate multiple computer screens and applications. Basic proficiency in Microsoft Windows Operating environments and Office Suite products to include Word, Excel, Outlook, OneDrive and SharePoint. Prepare clear, concise, and accurate records and other documentation in a logical format.
• Ability to demonstrate a professional and courteous demeanor to establish and maintain cooperative working relationships with the public and staff.
• Ability to follow written and oral directions and instructions. Ability to read, understand, and apply complicated and detailed regulations, policies, procedures, and programs governing the agency.
• Ability to communicate clearly with others to obtain and verify information concerning eligibility.
• Analyze and interpret written, numerical, and verbal data from various sources. Ability to type and prepare reports and memorandums accurately and timely. Plan and organize to ensure work is completed in accordance with regulations relating to eligibility and timeliness.
• Ability to work in a large, open office environment.
• Ability to maintain confidentiality as required.
• Ability to lift and carry a laptop and associated documents (up to ten pounds).

REQUIREMENTS:

• Two (2) or more years of professional secretarial or clerical work experience; or
• An associates degree from an accredited college or university can substitute for the required experience; or
• A combination of education and professional work experience totaling two (2) or more years.

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!

OUR ORGANIZATION AND MISSION:

The Department is dedicated to promoting the well‑being, safety, and independence of Florida's seniors, their families, and caregivers. Its vision is for all Floridians to live well and age well.

SPECIAL NOTE:

Candidate Profile (application) must be complete in its entirety.

• Include supervisor names and phone numbers of all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment for 3 months or moreMUST be addressed on application.
• 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” in place of entering work history.
• Periods of employment should be entered with the most recent/current listed first.
• If you are a retiree of the Florida Retirement System (FRS), please contact the FRS to determine if your current benefits may be affected if you are reemployed with the State of Florida in an FRS‑covered position. Your current retirement benefits may be canceled, suspended, or deemed invalid depending upon the date of your retirement.
• If claiming Right to First Interview, candidatesMUSTattach a copy of your official layoff letter when applying.
• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562‑7287.

BACKGROUND CHECKS:

Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position.

APPLICANT INFORMATION:

The Department of Elder Affairs is an E‑Verify employer and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each New Employee’s I‑9 Form to confirm work eligibility.

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

OCALA, FL, US, 32674 OCALA, FL, US, 34482 OCALA, FL, US, 33474 OCALA, FL, US, 34479 OCALA, FL, US, 34473 OCALA, FL, US, 34474 OCALA, FL, US, 34478 OCALA, FL, US, 34471 OCALA, FL, US, 34472 OCALA, FL, US, 34475 OCALA, FL, US, 34470

For assistance, call the People First Service Center at (877) 562‑7287 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.