STAFF ASSISTANT (HR LIAISON) - 48007312 (BLIND SERVICES)

State of Florida•Ensley, FL

23d•Onsite

About The Position

This position serves as the Human Resource (HR) Liaison for the DBS District 1 Office, located in Pensacola, Florida. This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management, assisting with constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. As an HR Liaison, the incumbent in this position prepares personnel recommendation packets, routes personnel packets, assists with hiring and recruitment activities and works closely with State Office Human Resource staff. This position is responsible for handling travel authorizations, reimbursements, p-card transactions, securing travel accommodations and preparing travel itineraries. The position is also responsible for fleet management; this includes oversight of the state vehicle(s). Vehicle duties include maintenance, fueling, ensuring cleanliness, preparing mileage reports, etc.

Requirements

Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective communication.
Knowledge of the methods of data collection.
Knowledge of basic arithmetic.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to deal with the public in a tactful and courteous manner.
Ability to work independently.
Ability to utilize problem-solving techniques.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
A high school diploma or its equivalent.
One to three years of secretarial or clerical work experience.

Nice To Haves

An associate's degree from an accredited college or university.
A bachelor’s or master’s degree from an accredited college or university.
Vocational/technical training in the area of secretarial science or office/business studies.
One (1) to three (3) years of secretarial or clerical work experience.
Basic knowledge of human resources to include recruitment, retention, selection, preparing forms, and/or routing paperwork and forms.

Responsibilities

Works with management and state office personnel and performs various duties to assist the District Administrator and Assistant District Administrator as needed.
Prepares and maintains records and reports, such as recommendations for solutions to administrative problems, reports, financial reports, applications, and administrative orders.
Files, maintains, arranges for storage, retrieves, or reproduces documents, records, and reports.
Assists with data entry and works with various databases and programs relevant to the Division of Blind Services.
Assists with the planning of meetings and/or conferences.
Reads and responds to correspondence.
Assists with Human Resource duties.
Prepares travel authorizations, reimbursements, secures accommodations, prepares travel arrangements, etc.
Serves as the District Office fleet point of contact. This includes preparing fleet/vehicle reports, providing maintenance to the vehicle, cleaning the vehicle, fueling the vehicle, etc.
Stays abreast of administrative rules and policies to interpret established policy and apply appropriately to office functionality.
Provides assistance as needed to staff, consumers and the general public while providing optimum customer service.
Independently prepares correspondence, prepares and/or audits travel claims, maintains all administrative records, and other documents as directed.
Processes personnel forms in accordance with State, FDOE and Division rules and policies including recommendations, employee benefits, employee attendance and leave, disciplinary actions and separations.
Processes Administrative Purchase Orders and MITs in accordance with State, FDOE and Division purchasing guidelines.
Ensures necessary office supplies are ordered timely and maintained to ensure staff have the items necessary to complete their assigned responsibilities.
Enters data into the AWARE system which includes the processing of authorizations and invoices for client services.
Serves as the office inventory custodian and delegate and performs the required annual property inventory.
Maintains office automation equipment as needed and assists staff with IT issues as needed.
Records and tracks data of State Vehicle(s) usage by state employees. Reports vehicle data weekly and monthly, and schedule regular vehicle maintenance and repairs.
Updates and maintains the Division's COOP Plan for the District Office.

Benefits

State Group Insurance Coverage options+ (health, life, dental, vision, and other supplemental options)
Nine paid holidays and a Personal Holiday each year.
Student Loan Forgiveness Program (Eligibility required).
Tuition Fee Waivers (Accepted by major Florida colleges/universities).
Maternity and Parental Leave Benefits.
Retirement plan options, including employer contributions (www.myfrs.com).
Annual and Sick Leave Benefits.
Flexible Spending Accounts.
Ongoing comprehensive training provided.
Highly skilled, professional environment.