ADMINISTRATIVE ASSISTANT II - 76000010

Requisition No: 842977

Agency: Highway Safety and Motor Vehicle

Working Title: ADMINISTRATIVE ASSISTANT II - 76000010

Pay Plan: Career Service

Position Number: 76000010

Salary: $39,000.00 Annually

Posting Closing Date: 12/27/2024

Total Compensation Estimator Tool

Office of Executive Director

Legal

Legal Operations & Administration

Career Service (CS) Opportunity

*Open Competitive Advertisement*

To be considered for this position, applicant responses to qualifying questions must be clearly stated within the employment history. Software systems, actual work experience, and years of employment must be clearly defined, or the application may not be considered for the position.

Contact Person: Tammie Gibbs, (850) 617-3101, TammieGibbs@flhsmv.gov.

The Organization

The Florida Department of Highway Safety and Motor Vehicles (FLHSMV) provides highway safety and security through excellence in service, education, and enforcement. With a workforce of approximately 4,500 employees throughout the state, the Department is leading the way to A Safer Florida through the efficient and professional execution of its core mission: the issuance of driver licenses, vehicle tags and titles, and operation of the Florida Highway Patrol.

Our Benefits include

• Paid Parental Leave
• Annual and Sick Leave Package
• Nine Paid Holidays
• State Health and Life Insurance
• Educational Benefits
• Contributory Retirement Plan

To learn more about FLHSMV and why it’s a great place to work, visit our website at: flhsmv.gov/careers.

Duties and Responsibilities

As an Administrative Assistant II, you will support the Office of General Counsel's Office Manager with the administrative and operational functions of the office, particularly in human resources, finance, and technology. An ideal candidate will have a strong work ethic, attention to detail, strong writing skills, and the ability to multi-task and prioritize workloads. Key responsibilities include assisting with the hiring process and personnel actions statewide, such as screening job applications, scheduling interviews, assembling hiring packets, conducting reference checks, and handling onboarding and offboarding of employees. Additional duties involve creating purchase requisitions, processing invoices for payment, serving as Inventory Appointee, assisting with the annual inventory process, processing correspondence, reports, and other documents, and troubleshooting technological issues for team members. Success in this role requires a passion for supporting the team and those served by the office.

Knowledge, Skills, and Abilities

• Professionalism and Customer Service – must be able to accomplish tasks in a professional and impartial manner, ensuring the integrity of policies and procedures and respect for all stakeholders; must be able to maintain high professional standards and remain calm, courteous, and tactful while dealing with situations that are sensitive in nature or with individuals who are difficult.
• Communication and Active Listening – must be able to express ideas and facts clearly, verbally and in writing, to include conveying complex or detailed information to individuals with varying levels of understanding of the subject matter.
• Attention to Detail – must be thorough and conscientious in accomplishing tasks, no matter how small, ensuring that work is done accurately according to procedures and standards.
• Organization and Prioritization – must be able to plan and organize time, resources, and workloads effectively in order to complete assignments in a timely manner.
• Critical Thinking and Analytical Skills – must be able to use different sources and consider numerous factors while making sound, well-informed, objective decisions.
• Discretion and Integrity – must be able to handle sensitive information with discretion and maintain the confidentiality of information.
• Technology Application – must be able to proficiently operate a computer and associated systems/applications such as Microsoft Office applications, and possess the aptitude to learn new software.

Preferred Qualifications

• Experience related to human resources/personnel actions.
• Experience with State of Florida purchasing rules and processes.
• Associate’s or Bachelor’s degree.

Job Related Requirements

• The position you are applying is subject to a Level 2 background check, along with Criminal Justice Information System (CJIS) clearance, to include a fingerprint-based check of the criminal records of the FBI, as a condition of employment pursuant to Chapter 110.1127, 435 and 943, Florida Statutes. Please note that, since this position requires CJIS clearance, the Department will have access to all an applicant’s criminal and juvenile delinquency records, even those that have been sealed or expunged.
• The position requires the incumbent to have and maintain a valid driver’s license in good standing. A driver’s license history review will be conducted on all candidates in consideration for the position.
• Occasional travel may be required.

General Information

• The elements of the selection process may include a skill assessment and/or oral interview.
• Applicants being considered for employment will be required to submit to a fingerprint-based background investigation, which will include a check of the criminal history records of the FBI. Fingerprints and associated information/biometrics will be retained in the FBI’s Next Generation Identification (NGI) system and fingerprints may continue to be compared against fingerprints submitted to or retained by NGI.
• FLHSMV employees are paid once a month on the last workday of each month. All state employees are required to participate in the direct deposit program pursuant to s. 110.113 Florida Statutes.

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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.