• Job Description

  Req#: 808297

  Requisition No: 808297

  Agency: Agriculture and Consumer Services

  Working Title: ADMINISTRATIVE ASSISTANT II - 42005674 1

  Position Number: 42005674

  Salary: $34,522.54 - $40,000.22

  Posting Closing Date: 10/06/2023

  ADMINISTRATIVE ASSISTANT II
  

  FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
  

  FOOD, NUTRITION AND WELLNESS

  ***OPEN COMPETITIVE OPPORTUNITY***

  CONTACT:
  

  Nathalie Williams (850) 617-7666
  

  MINIMUM REQUIREMENTS:
  

  A bachelor's degree from an accredited college or university and two (2) years of administrative experience.
  

  A master's degree from an accredited college or university can substitute for one (1) year of the required experience.
  

  Administrative or clerical experience can substitute on a year-for-year basis for the required college education.
  

  An equivalent combination of education and experience which equals six (6) years can substitute for the above requirements.
  

  Requires possession of a valid Driver License.
  

  Please Note: There will be a numerically based work sample administered with an established minimum required passing score to all eligible candidates as part of the hiring process for this position.
  

  ***ATTENTION CANDIDATES***
  

  To be considered for a position with the Florida Department of Agriculture and Consumer Services:
  

  • All fields in the Candidate Profile must be completed (an attached resume is not a substitution for the information required on the candidate profile).
  • Work history, duties and responsibilities, hours worked, supervisor, and formal education fields, etc. must be filled out to determine qualifications for this position.
  • Responses to Qualifying Questions must be verifiable in the Candidate Profile.
    

  The Florida Department of Agriculture and Consumer Services values
  and supports employment of individuals with disabilities. Qualified
  individuals with disabilities are encouraged to apply.
  

  ADDITIONAL REQUIREMENTS:
  

  Must be willing to obtain additional training appropriate to job functions.
  

  Occasional travel required.
  

  NOTES:
  

  Actual hours of work shift will be established by supervisor and based on providing departmental coverage for established business hours.
  

  Successful applicant must pass a background screening, including fingerprinting, as a condition of employment.
  

  JOB DUTIES:
  

  General: This position provides program management assistance and administrative support to the Bureau of Compliance and Program Integrity, as assigned by the Bureau Chief.
  

  Provides administrative and clerical support to the Bureau of Compliance and Program Integrity. Responsible for coordinating conference calls and scheduling meetings, presentations and trainings as requested by the Bureau Chief. Makes copies of correspondence and other printed material as needed. Creates folders/notebooks of documents and organizes information and handouts for presentations. Assists with development of presentations. Merges letters and addresses for correspondence. Mails letters and packages. Establishes and maintains confidential and administrative files for the Bureau Chief. Attends meetings as needed with the Bureau Chief and gathers information of items discussed. Communicates with the bureau staff regarding needs for materials, supplies, and equipment. Works independently in the absence of the Bureau Chief.

  Provides support for program management and special projects assigned under the direct supervision of the Bureau Chief or program directors. This includes gathering and compiling information from program areas; researching, collecting, entering and sorting data; sending project files to staff and other stakeholders; organizing files (hard copies and electronically); coordinating work between organizational units of the division and assisting Bureau Chief with budget and invoice reconciliation.

  Makes travel arrangements and arranges travel itineraries for bureau staff. Completes and tracks authorizations to incur travel and completes travel reimbursement vouchers. Registers and handles payment for conferences. Follows all department guidelines for travel policies and procedures. Maintains calendar for the bureau staff.

  Responds to written requests, including preparing and proofing responses to information requests and public records requests. Determines conformity of correspondence to established department guidelines and deadlines. Ensures public records requests are assigned to the appropriate person, tracked in the designated database and completed as required by law. Assists other Administrative Assistant II when required with entering, assigning, monitoring deadlines, processing responses, and closing civil rights and customer complaints using the division’s complaint tracking system.

  Answers incoming phone calls as needed. Provides information to callers or routes calls as appropriate. Ensures positive customer service is provided to all visitors and customers. Assists with resolving complaints and questions from stakeholders including written, electronic and telephone communications. Routes calls to the person or office requested. Keeps records of long-distance calls, facsimiles received and messages that cannot be delivered immediately. Answers routine, non-technical questions and refers other questions to proper persons or offices. Serves as an escort for division visitors. Conducts follow-up phone calls daily to ensure positive customer service has been provided to all visitors and customers.

  Assists with the emergency management functions of the division during periods of disaster. Performs other related duties as assigned.

  KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of the principles and techniques of effective communication.
  • Knowledge of administrative principles and practices.
  • Knowledge of office procedures and practices.
  • Knowledge of the methods of data collection.
  • Ability to prepare correspondence and administrative reports.
  • Ability to utilize problem-solving techniques.
  • Ability to work independently.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to communicate effectively.
  • Ability to establish and maintain effective working relationships with others.

  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 set of employee benefits including:

  • Annual and Sick Leave benefits;
  • Nine paid holidays and one Personal holiday each year;
  • State Group Insurance coverage options, including health, life, dental, vision and other supplemental insurance options;
  • Retirement plan options, including employer contributions (For more information, please visit www.myfrs.com;)
  • Flexible Spending Accounts;
  • Tuition waivers;
  • And more!

  For a complete list of benefits, visit www.mybenefits.myflorida.com.

  SPECIAL NOTES:

  The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

  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.

• About the company

  Florida (/ˈflɒrɪdə/, Spanish pronunciation: ) is a state located in the southeastern region of the United States.

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