ADMINISTRATIVE ASSISTANT II - 43001368

State of Florida • West Palm Beach, FL

158d • 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 an Administrative Assistant II position which is a NON-SWORN position.

Requirements

• A high school diploma or its’ equivalent is required.
• Experience in Microsoft Office Suite such as Word, Excel, and Outlook, PowerPoint.
• VALID Driver’s License from the Florida Department of Safety and Motor Vehicles by time of employment.
• Knowledge of standard business formats and styles for letters and business forms
• Knowledge of office procedures
• Knowledge of correct spelling, punctuation, and grammar usage
• Knowledge and ability to perform basic arithmetical calculations
• Knowledge of basic filing practices
• Knowledge of techniques for handling telephone calls in a courteous and efficient manner
• Skill in typing and the ability to type 35 correct words per minute
• Ability to work in Microsoft Office products such as Word, Excel, and Outlook
• Ability to organize files and other records
• Ability to use correct spelling, punctuation, and grammar
• Ability to type letters, memoranda, and other standard business forms in correct format
• Ability to operate general office equipment
• Ability to handle telephone calls in a courteous and effective manner
• Ability to plan, organize, and coordinate work assignments
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective working relationships with others
• Ability to compile and analyze data for administrative decisions

Nice To Haves

• Experience with MyFloridaMarketPlace, the State of Florida’s eProcurement system.
• Experience with 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.

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. Research 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.

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 (For more information, please click www.myfrs.com).
• 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