ADMINISTRATIVE ASSISTANT II - SES - 60073484

Requisition No: 349681

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 60073484

Position Number: 60073484

Salary: $45,000.00-$50,0000

Posting Closing Date: 04/12/2021

This is an Open Competitive Opportunity

Working Title: Administrative Assistant II-SES (Lead Assistant)

This position is located at the DCF Headquarters in Tallahassee in the Quality Office.

The Florida Department of Children and Families’ seeks a highly motivated administrative professional to serve as the lead administrative assistant within the agency’s first Quality Office (QO). The QO seeks collaborative, action-focused, and transparent professionals dedicated to putting quality at the center of serving families. Reporting directly to the Chief Quality Officer, this is highly visible, advanced professional work, including the direct supervision of two administrative employees and supporting the entire QO of more than 150 team members.
Created in 2019 and codified in Florida Statutes with the 2020 passage of Senate Bill 1326, the DCF Quality Office is charged with increasing insight into frontline operations, enhancing the agency’s data and analytical capabilities, and streamlining and elevating education and training. The QO team is energetic and committed to helping the department's team help families!

This position is located in Tallahassee and work is performed in the office, with appropriate safety precautions.

REQUIREMENTS:

• 3-5 years administrative experience in state government.

DUTIES AND RESPONSIBILITIES:

• Perform and oversee all administrative functions of the Quality Office.
• Provide direct administrative support to the Chief Quality Officer, including calendar management, making meeting arrangements, and conducting research as needed.
• Supervise and direct the work of two administrative assistants who perform administrative functions for the Quality Office.
• Serve as administrative support to supervisors and staff, including managing phone calls, making meeting arrangements, and tracking documents for review and signatures.
• Manage purchasing activities, including creating and submitting purchase requisitions accurately and timely, reviewing purchasing card transactions as required, and maintain office supplies and equipment.
• Coordinate office collaborations and facilitate communication as needed.
• Manage human resources tasks and supports other HR liaisons with staffing changes, hiring, separations, and performance management.
• Prepare and process travel within established guidelines and obtain needed approvals.
• Serve as a QO liaison with other department programs and external teams as needed.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Exceptional customer service skills.
• Knowledge of administrative principles and practices, especially in Florida's state government systems such as the State Travel Management System (STMS), Purchasing Card (P-card/Works), MyFloridaMarketPlace (MFMP), and People First.
• Knowledge of general office procedures and practices.
• Ability to conduct fact-finding research.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ensures appropriate and timely responses to all inquiries, internal and external.
• Ability to plan and coordinate program activities such as trainings, meetings, workshops, conferences, etc.
• Ability to review documents for accuracy.
• Proficiency in Microsoft Word, Outlook, Teams, and Excel.
• Strong communication skills, including outstanding writing skills, especially grammar accuracy.
• Ability to use careful discernment and keep sensitive information confidential.
• Ability to prioritize and manage multiple projects at one time.
• High level of integrity, professionalism, and commitment to the work of the QO, and enjoyment in celebrating the achievements of the team.
• Detail-oriented and able to thrive in a fast-paced work environment.

“BACKGROUND SCREENING REQUIREMENT: It is the policy of the Florida Department of Children and Families that any candidate 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 candidate may begin employment until the background investigation results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background investigations 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 years.”

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.