Administrative Assistant II

Mission Statement: To promote the well-being, safety, and independence of Florida’s elders, their families, and caregivers.

Vision Statement: For all Floridians to live well and age well.

We are seeking an enthusiastic individual with a desire to share our Agency’s mission to promote the well-being, safety, and independence of Florida's seniors, their families, and caregivers, and the vision for all Floridians to live well and age well. If you have good judgment, a desire to enrich the lives of others, and share our mission and vision, please consider joining our team.

Where You Will Work:

The Department of Elder Affairs is in the Southwood Office complex in Tallahassee, Florida’s Capital City. Lined with rolling hills, oak trees, and canopied roads Tallahassee combines traditional charm with a modern pace of life. Home to two major universities, Tallahassee has a vibrant art and music scene, stately gardens, as well as a vast number of nature trails for those who love the outdoors. Tallahassee is a highly desirable location for both those seeking their first job and those ready to enter the next exciting chapter in their career. Also, with no state income tax, Florida is a great place to work regardless of where you are on the career ladder. For more information about Tallahassee, please visit: https://www.talchamber.com/visit-tallahassee/.

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!

For a more complete list of benefits, click https://www.mybenefits.myflorida.com/.

Duties and Responsibilities:

• This position is responsible for providing comprehensive administrative support to the Statewide Community Based Services (SCBS) Division Director. This includes, but is not limited to, coordination of all assignments, work projects and meetings, communicating the essential information on the Division work, scheduling meetings and working with community-based organizations. This is a senior position within the Division and requires a high level of performance and confidentiality. Coordinates meeting schedules and project timetables as requested. Schedule Division staff meetings, monthly individual bureau coordinators meetings and other meetings as necessary.
• Manages the director’s schedule to include meetings, travel, and special events to ensure all commitments are met or properly notified of cancellation or rescheduled, files documentation regarding meetings and travel reimbursements.
• Serves as the “point of contact” for the other divisions and the Secretary’s office to ensure information flows smoothly and in a timely manner. Serves as the correspondence tracking point of contact with the Division of Communications.
• Performs special assignments, research and report preparation, performs fiscal, personnel, purchasing, statistical reporting and other major functions. Responsible for the division’s annual inventory review. Assists the Background Screening Coordinator with work activities and is a back-up on an as needed basis.
• Assist the director in maintaining good and clear communication within the division through the various projects planning information and bureaus.
• Assist the director by handling routine correspondence, communications and prioritizing correspondence to be handled by the director. Process a variety of correspondence, investigates subject matter, and prepares replies or assigns to the proper bureau for a response.
• Assist in conducting daily administrative activities and directs special projects or activities.
• Responsible for reviewing SCBS budget and expenditure reports. This includes the review and reconciliation of P-card utilization. Responsible for tracking annual, quarterly and monthly reports due by the Division.
• Provides training for other administrative assistants with the division. Other duties as assigned.

Special Notes:

Preference will be given to the Department of Elder Affairs employees.

Background Checks:

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

Applicant Information:

Applicants should apply on-line via the People First Website https://peoplefirst.myflorida.com by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise.

If you have problems applying on-line, call the People First Service Center at 1-877-562-7287. Paper applications will not be accepted by the agency.

The Department of Elder Affairs is an "older worker-friendly" employer and also lists vacancies on the Silver Edition website, found at http://silver.employflorida.com, that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are "older worker-friendly."

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.

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.