Requisition No: 833598 

Agency: Management Services

Working Title: OPS ADMINISTRATIVE ASSISTANT II - 72901345

 Pay Plan: Temp

Position Number: 72901345 

Salary: $17.00 Hour 

Posting Closing Date: 08/26/2024 

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OPS Administrative Assistant II

Division of State Group Insurance

State of Florida Department of Management Services

This position is located in Tallahassee, FL

Position Overview and Responsibilities:

The Division of State Group Insurance (DSGI) is seeking a motivated professional to serve as an Administrative Assistant II. The incumbent must possess a high degree of professionalism and will be required to exercise independent judgment in managing and coordinating a wide range of assignments and projects. This position is essential to providing support in a variety of Division projects and activities. This position is critical to ensure that all program members receive world-class customer service and requires a high degree of confidentiality, problem solving skills, and adherence to timeframes. Specific responsibilities will include, but are not limited to, the following:

Administrative Duties:

Supports the Division’s Director and division staff with clerical and administrative duties, including but is not limited to, the following:

• Maintains the Director’s calendar, including scheduling and coordinating meetings with various internal and external parties.
• Assists the Director in identifying and compiling “action item” agendas and coordinates project assignments with designated Division staff.
• Provides administrative support for e-mailing, mailing, faxing, copying, scanning, and filing documents.
• Develops materials for conferences and meetings, such as agendas, presentations, briefings, etc.
• Schedules, as requested, conferences and meetings with internal and external individuals, including designation of date, time and place.
• Reviews and recommends edits for Division publications and websites, ensuring content and intent are consistent across all media.
• Assists with maintaining the Division’s leave and conference room calendars for all scheduled meetings and other commitments according to rank and priority.
• Assists with Document Management – uses the Department of State’s Total Recall System for archiving and destroying documents.

Customer Service and Support Duties:

Assists the Member Services team in the event of absence with the following duties, including but is not limited to:

• Answers the main phone lines and provides technical assistance and educational information to State Group Insurance Program members regarding benefit plans, rules governing administration of those plans, and enrollment and eligibility processing within the People First system.
• Assists with preparations for Open Enrollment Benefit fairs.
• Provides interim cross functional support for special projects and peak workload periods as required to support the Division operational needs.

Knowledge, Skills, and Abilities:

• Knowledge of administrative office procedures and practices.
• Professional attitude with the ability to perform in a small business environment.
• Ability to communicate effectively through verbal and written communication.
• Strong proofreading and editing skills.
• Strong organizational skills.
• Knowledge of using Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to work effectively within a team-based work group that consists of state employees, contractors, procurement respondents and attorneys.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments so that deadlines are met.
• Knowledge of records management/retention schedules.

Minimum Qualifications:

• Applicants must have a high school diploma or higher from an educational institution.
• Applicants must have a minimum of three years of administrative experience in state government or experience working in an office environment.
• Proficiency in the use of Microsoft Word, Excel, PowerPoint, and Outlook.

Our Organization and Mission:
Under the direction of Governor Ron DeSantis, Secretary Pedro Allende and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”

Special Notes:
DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following provided email addresses:DMS.Ability@dms.fl.govDMS.Veterans@dms.fl.govAn individual with a disability is qualified if he or she satisfies the skills, experience, and other job related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
Successful completion of background screening will be required for this position.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.