ADMINISTRATIVE ASSISTANT II - 43000690

State of Florida • Fort Lauderdale, FL

4d • Onsite

About The Position

The Criminal Investigations Division encompasses all law enforcement and forensic components residing within the Department of Financial Services. This advertisement is for the Bureau of Insurance Fraud. This advertisement is for a Administrative Assistant II position which is a NON-SWORN position. This is not a telework position. The candidate will be required to work in the office.

Requirements

• A high school diploma or its’ equivalent is required.
• Proficient in using Microsoft Office Products (Word, Excel, Outlook, etc.)
• VALID Driver’s License from the Florida Department of Safety and Motor Vehicles by time of employment.
• Ability to compile and analyze data for administrative decisions.
• Ability to communicate effectively verbally and in writing.
• Ability to communicate effectively.
• Ability to find information and identify essential information.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to establish and maintain effective working relationships with others.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to operate general office equipment.
• Ability to organize files and other records.
• Ability to perform basic arithmetical calculations.
• Ability to plan, organize, and coordinate work assignments.
• Ability to type letters, memoranda and other standard business forms in correct format.
• Ability to type and type information into a computer system.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Knowledge and ability to perform basic arithmetical calculations.
• Knowledge of basic filing practices.
• Knowledge of basic arithmetic.
• Knowledge of office procedures and practices.
• Knowledge of correct spelling, punctuation and grammar usage.
• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.
• Must be able to accurately discern information from a telephonic, letter, or electronic written complaint.
• Must be able to accurately record information received via phone, email or letter onto a web form.
• Must be able to demonstrate proper phone etiquette.
• Must be able to listen to callers and accurately ascertain the complaint being made.
• Must be able to read, properly write, properly speak and clearly understand the English language.
• Must be proficient with Microsoft Outlook, Word, and Excel.

Nice To Haves

• A degree from an accredited college or university.
• Experience with MyFloridaMarketPlace (MFMP) and/or the Statewide Travel Management System (STMS)
• Special consideration may be given to eligible candidates who have bilingual verbal and written skills that meet a critical need of the agency’s mission.
• Experience working in law enforcement agency, law firm, fire service industry, or government investigative agency.

Responsibilities

• Independently creates and reconciles purchase orders for region field offices for all Division bureaus utilizing My Florida Marketplace. Ensures payments are processed in accordance with purchase order terms. Communicates with field offices to ensure alternatives are ordered as necessary. Communicates with vendors to obtain quotes for services and arrange contractor site visits as needed. Prepares Purchase Acknowledgement forms for region field offices for all Division bureaus and submits for payment. Reconciles invoices for services received prior to submission, communicates with vendor to rectify issues and submits within time frame specified by DFS.
• Acts as the liaison with Director’s Office, other departments, divisions, and the public, and provides assistance as needed.
• Tracks and maintains account of location and activity of investigators responding to requests for assistance. Create, maintain, and distribute monthly calendar for law enforcement investigators. Maintains staff calendar with leave requests and training scheduled. Receives and routes telephone calls; opens and distributes mail. Maintains inventory and procurement of office supplies. Independently composes and responds to routine correspondence. Complies with guidelines and deadlines for submission of paperwork. Prepares documents on behalf of staff members upon request.
• Facilitates all print requisitions for the region field offices for all Division bureaus, creates and submits requisitions for business cards, door hangers, pamphlets. Ensures print inventory is maintained and requests are prioritized to meet Division needs. Serves as Office Manager
• Maintains all law enforcement investigative files for the office and provides security for files. Complies with record retention policies and completes records dispositions for approval for destruction or archiving of records. Researches files and provides information for law enforcement investigators which may include reviewing complex reports, memoranda, interviews, and other documents of a legal nature. Uses confidential electronic databases to access information as requested by sworn law enforcement personnel. Provides case files to Records Specialist upon request. Submits all received public records requests to Public Records Unit for processing. Coordinates with command staff to prepare and submit monthly case management data.
• Serves as travel agent for field offices. Creates travel authorizations for new hires, assists staff with travel authorizations and travel reimbursements. Completes travel arrangements and reservations.
• Receives vehicle logs for region and submits on behalf of field offices to Division Fleet Manager. Coordinates with fleet manager to ensure all receipts are reconciled and logs are received for region field offices.
• Prepares Investigative cost forms for submission to Division headquarters. Coordinates with law enforcement investigators and clerk of courts to ensure payment is accurate and reflective of the order prior to submission.
• Performs related work as required.
• Incumbent of position is a member of 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.

Benefits

• 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.
• Flexible Spending Accounts
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

What This Job Offers

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