ADMINISTRATIVE ASSISTANT II - 43000747 1

State of Florida

1d•$40,000•Onsite

About The Position

The Florida Office of Insurance Regulation (OIR) strives to promote a stable and competitive insurance market for consumers. With a workforce of approximately 250 staff members, OIR regulates one of the largest, most complex insurance markets in the world. OIR offers a range of challenging and rewarding opportunities for individuals looking to grow in their career and offers a wide variety of top insurance – related courses and professional certifications to ensure that its staff has the industry knowledge needed to succeed. OIR employees also have access to the State of Florida’s tuition waiver program, which offers educational assistance to full time, salaried employees. As a State Agency, OIR offers excellent benefits such as health insurance, dental insurance, vision insurance, retirement plans, flexible spending accounts, health savings accounts, and much more. OIR also offers annual and sick leave, a generous holiday schedule, and flexible work schedules. Click the links below to see the many benefits and retirement options you have as a State of Florida employee: https://www.mybenefits.myflorida.com/ https://www.myfrs.com/ContactUs.htm Brief description of duties and responsibilities The primary responsibility of this position is to perform confidential and responsible administrative work under general supervision. The primary duties include:

Requirements

Knowledge of professional office procedures and practices.
Skilled in the use of desktop and laptop computers.
Skilled in the use of Microsoft software to include Word, Outlook, and Excel.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to work independently and maintain confidentiality of employee-related information and documents.
Ability to establish and maintain effective working relationships with others.
Ability to communicate professionally and effectively, both verbally and in writing.
Ability to deal with members of the public in a tactful and courteous manner.
Ability to employ problem-solving techniques.
Ability to plan, organize, coordinate and complete multiple work assignments within established timeframes.
Ability to create professional business correspondence and other documents as directed.
Ability to accurately alphabetize, proof read documents and use correct spelling, punctuation, and grammar.
Ability to record information accurately.

Nice To Haves

Preference will be given to applicants with one or more years of proven administrative support experience.

Responsibilities

Answers Bureau Chime Line, places and routes calls, takes messages and answers routine questions relating to the Bureau.
Acts as the receptionist for the Bureau; greets and announces visitors, when necessary.
Receives, screens, date stamps, and distributes mail.
Responsible for the purchase and availability of materials and supplies for the Bureau.
Performs IRMAG duties – Manages and monitors employee requests to OIT Helpdesk.
Oversees and maintains the upkeep of office equipment, property inventory or maintenance contracts for copiers.
Responsible for monitoring, completion, and timely submission of semi-annual and annual reports.
Reviews, copies, and delivers to accounting all travel vouchers for the Director.
Monitors timely completion of performance evaluations. Maintains a tracking system to ensure the timely submission of performance evaluations. Follows up with the Director or Investigation Manager, as necessary.
Maintains updated position description forms on all employees in the Bureau. Prepares all forms used in reclassifications, and requests to advertise or for new appointment packages.
Monitors and provides current status on all Bureau vacancies for the weekly Vacancy Report.
Responsible for coordinating and compiling requests for public records and timely responses to the public records office.
Responsible for coordinating records management and archive activities for the Bureau. Maintains logs of files sent to the record center for storage and processing routine requests for retrieving files for review and destruction, as appropriate.
Acts as Bureau safety coordinator. Monitors employee attendance and accurately reports employee status during fire and other safety drills.
Inputs and monitors requests for continuing education and payment of courses for Bureau staff.
Responsible for coordinating office moves, building maintenance, telephone systems installations, service and repair and changes.
Assists with developing and maintaining current information on office procedures and practices.
Assist in all matters deemed necessary by the Investigation Managers or Director.
Acts as a member of the DFS’ Disaster Response Team and, in that capacity, may be required, on short notice to perform duties and necessary attendant travel in support of disaster relief efforts.
Performs other duties as assigned.