ADMINISTRATIVE ASSISTANT II - 64085532

State of Florida

1d • Onsite

About The Position

This position is directly supervised by the Operations & Management Consultant I (Personnel Liaison) for the Prosecution Services Unit, Office of the General Counsel. The incumbent in this position has a working knowledge of policies, procedures and statutory guidelines relating to the Personnel Liaison duties and responsibilities and assists the Personnel Liaison in ensuring compliance with rules and regulations set forth therein. The incumbent in this position serves as back-up to the Personnel Liaison and acts as delegate in the absence of the supervisor; serves as lead staff and takes responsibility for overall personnel activity in the absence of the Personnel Liaison.

Requirements

• Sound writing and organizational skills
• knowledge of correct spelling, punctuation, and grammar usage
• sound reading comprehension
• Computer skills and MS Office computer literacy are required
• Ability to plan, manage, and organize work priorities, multitask, and ensure proper completion of work assignments in a timely manner, and manage time.
• Communicating effectively with others in writing as indicated by the needs of the audience.
• Knowing how to find information and identifying essential information.
• Listening to what other people are saying and asking questions as appropriate.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to provide customer service
• Ability to collect, evaluate, and analyze data relating to administrative functions such as training, personnel, or report writing.
• Ability to use PowerPoint to create training and group presentations
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to utilize problem-solving techniques.
• Ability to communicate effectively with staff and management.
• Ability to establish and maintain effective working relationships with others.
• Two years' experience with recruitment, hiring, onboarding, or other personnel-related responsibilities.
• Advanced experience with Microsoft Office Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Coordinates and tracks recruitment activity in the Prosecution Services Unit.
• Coordinates with People First and Human Resources to ensure that all personnel actions, i.e. payroll and recruitment, are timely initiated and acted upon.
• Prepares requisitions to advertise PSU positions within 24 hours of request; assists in development of requisition language and interview questions.
• Primary in screening applications; provides hiring supervisor with copies of screened applications and prepares interview packets for panel.
• Ensures new-hire paperwork is completed on first day of work.
• Ensures that candidate is fingerprinted and that results are received prior to start date.
• Oversees set-up and maintenance of personnel files for in-house use; in the absence of the Personnel Liaison, guarantees continuity of recruitment process and responds to requests from General Counsel, Deputy General Counsel and managers in matters relating to recruitment.
• Assists managers in correctly preparing personnel action request forms for all new hires, separations, special pay increases, classification actions, etc., using established guidelines; completes required information using the correct organizational codes, position information, salary, and justification.
• Maintains position descriptions and works with managers, supervisors, and staff to update and obtain signatures timely.
• Assists Personnel Liaison in role of Timekeeper for PSU employees.
• Coordinates Leave and Attendance issues in PSU, reporting Leave Without Pay, tracking sick leave donations, Family Medical Leave (FMLA) and Family Support Work Program (FSWP).
• Incumbent investigates disparities in leave and attendance, FMLA and Workers Compensation issues for managers and staff; prepares responses and sends replies to all involved parties.
• Communicates with OPS employees and supervisors to ensure OPS timesheets are approved timely.
• Serves as Workers Compensation liaison for PSU; oversees handling and reporting of workers’ compensation injuries and advises supervisors and staff to ensure compliance with Workers’ Compensation and Disability Leave policy.
• Works with employee and HR office to ensure correct timekeeping and coding of timesheets.
• Assists the Personnel Liaison and Managers in facilitating timely completion of performance planning and evaluations for PSU employees by sending reminders and providing assistance with People First as required.
• Reviews reports from Human Resources and coordinates with managers, supervisors, and staff to address actions identified in the reports.
• Assists Personnel Liaison with preparing and maintaining internal tracking reports for management review.
• Other duties as assigned.

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
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed