ADMINISTRATIVE ASSISTANT II - 73000699

State of Florida•Tallahassee, FL

20h•$44,000 - $51,000•Onsite

About The Position

The Florida Department of Revenue’s Office of Inspector General is hiring an Administrative Assistant II in Tallahassee. The position assists the Inspector General and handles sensitive and confidential information. The incumbent is expected to follow the Department’s standards of conduct and ethics-related policies, provide excellent customer service, model professional behavior, and contribute to a respectful and productive work environment. The role provides front-office and administrative support, including greeting visitors, routing calls, coordinating office coverage, processing mail, maintaining files and records, tracking correspondence and assignments, and responding to information requests. It also supports purchasing, office inventory, meeting-room requests, and administrative matters for the Executive Director’s Office. As the OIG’s human resources liaison, the employee assists with recruitment, hiring and onboarding, employee time and attendance, benefits and payroll questions, and performance-management deadlines. This position is not eligible for full-time telework or remote work. A work sample will be given.

Requirements

Five years of professional administrative experience working in an office environment; a bachelor’s degree from an accredited college or university may substitute for four years of that experience.
Knowledge of administrative principles and practices, office procedures, data-collection methods, and effective communication principles and techniques.
Ability to collect, evaluate, and analyze data related to administrative functions such as accounting, personnel, purchasing, or report writing.
Ability to prepare correspondence and administrative reports.
Ability to understand and apply applicable rules, regulations, policies, and procedures, including those related to public-records requests, purchasing, and human-resource requirements.
Ability to use problem-solving techniques and work independently.
Ability to plan, organize, and coordinate work assignments.
Ability to communicate information effectively verbally and in writing.
Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint to query, interpret, prepare, and report data.
Reliability and dependability, including observing established work hours and scheduled appointments.
Ability to handle sensitive and confidential information and maintain professional behavior.
Candidates must provide qualifying-question responses that can be verified by skills or experience in their candidate profile or resume.
A work sample will be given.

Nice To Haves

Experience making P-card and/or MFMP purchases and maintaining supporting documentation.
Experience properly accounting for and maintaining office supplies and property.
Human-resource experience with an agency in the State of Florida’s State Personnel System.

Responsibilities

Serve as office receptionist, treat visitors courteously, and route telephone calls to appropriate staff.
Ensure telephone and office coverage at all times, coordinating with other staff or offices as necessary.
Receive, review, and distribute incoming mail.
Serve as correspondence liaison for the Executive Director’s Correspondence Tracking System and the Executive Office of the Governor; maintain the tracking system for EOG inquiries.
Review outstanding assignments and inform staff of pending items.
Maintain office files of correspondence, documents, reports, and other materials; respond to external agency inquiries; and coordinate records destruction and purging in accordance with Florida Administrative Code.
Review, compile, redact, and copy information or documents for public-records requests and internal Department information requests.
Make P-Card and My Florida Market Place purchases for the office, including supplies, furniture, and computer equipment.
Approve meeting requests for OIG meeting rooms.
Serve as the Executive Director’s Office point of contact for administrative matters.
Conduct OIG inventory and ensure items are properly accounted for, including surplusing items no longer in use.
Serve as the OIG HR liaison for People First and Workforce Management issues.
Coordinate with OIG management to advertise vacant positions in People First and ensure the process is completed correctly and on time.
Assist with hiring and onboarding, including scheduling interviews, arranging and monitoring work samples when applicable, and completing required access and other forms.
Assemble, organize, and submit completed hiring packages to Human Resources after management review.
Assist staff with time and attendance, benefits, and payroll issues as needed.
Notify management of upcoming employee performance-management tasks and deadlines and ensure timely completion.
Update phone lists, applicable websites, and other office information when personnel changes occur.
Attend HR liaison meetings and update the Inspector General and management team on HR-related changes and issues.
Perform other duties as assigned.