ADMINISTRATIVE ASSISTANT II - SES - 42003013

State of Florida • Tallahassee, FL

2d • $48,000 - $60,000

About The Position

Serves as the Administrative Assistant II within the Director’s Office of the Florida Forest Service (FFS). This position requires the incumbent to be held to a high degree of responsibility and confidentiality, working independently with minimal supervision while handling the many administrative functions of the FFS. Incumbent must be able to maintain a good working relationship with a large number of people and to adjust to ever changing work priorities as directed by their supervisor. Incumbent must be able to meet deadlines. This position requires a self-motivated, detail-oriented, responsible and dependable individual that must be discreet when handling personnel issues.

Requirements

• A high school diploma or its equivalent and six (6) years of administrative or clerical experience; or
• An equivalent combination of education and experience which equals six (6) years can substitute for the above requirements; or
• A bachelor's degree (4 years) from an accredited college or university and two (2) years of administrative experience; or
• A master's degree (6 years) from an accredited college or university can substitute for one year of the required experience.
• Requires possession of a valid driver license.

Responsibilities

• Serves as Public Records Coordinator and Records Management Liaison for the FFS; researches and coordinates responses with the districts/centers as necessary. Handles all public records for the FFS, reviewing each one to ensure compliance with the Florida Statutes. Works closely with the bureaus, and field units to obtain necessary records. Reviews the records and redacts any Florida Statute exemption information before distributing. Serves as the liaison working with the Office of General Counsel for guidance and review of all public records and the documents provided. Keeps the FDACS public inquiry system updated and accurate and handles all public requests in accordance with policy and procedures. Notifies General Counsel of all Notice of Claims involving the FFS or potential litigation.
• Serves as the Incident Reports Coordinator handling the finalization of all FFS Incident Reports (IR). Reviews all IRs to ensure all documents are included, and that the IR is completed correctly and accurately. Submits the final IR to the department for approval. Ensures IRs are documented and recorded timely and accurately.
• Assists the Assistant Director and Chief of Field Operations as needed, performing research to prepare correspondence and reports as requested and ensures deadlines are met. Performs quality review on outgoing correspondence. Provides assistance as necessary with duties related to the Florida State Fire Service Association (FSFSA) Bargaining Unit consultations, negotiations and meetings and reviews policy and procedures that are applicable to the FSFSA employees. Assist with the Florida Forest Council meetings. Coordinates emails received from the public as necessary and tracks deadlines for the field following up to ensure timelines are met.
• Prepares and administers confidential personnel work for the FFS according to established policies and procedures including, but not limited to job advertisements, coordinating interviews, hiring packages; drug testing program, updating position descriptions; processing disciplinary actions; changes in employee pay such as Leave Without Pay and Special Pay Increases. Serves as back-up for the FFS Worker’s Compensation Program, as necessary. Serves as Coordinator for the FFS Forms Program and Records Management Program for the FFS. Conducting yearly records inventory and coordinates the approval of records destruction requests for the FFS. Coordinates the tracking of incident reports.
• Monitors and coordinates the Assistant Director’s calendar. Arranges meetings, makes travel arrangements, and prepares travel authorizations and reimbursements as requested. Coordinates registration for conferences and meetings as requested. Answers the telephone, routes calls to the appropriate bureaus or districts, and answers questions concerning the FFS processes.
• Performs other related duties as required.

Benefits

• 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;

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED