ADMINISTRATIVE ASSISTANT II - 65000028

Requisition No: 850290 

Agency: Elder Affairs

Working Title: ADMINISTRATIVE ASSISTANT II - 65000028

 Pay Plan: Career Service

Position Number: 65000028 

Salary:  $2,730.00-$3,250.00 MONTHLY 

Posting Closing Date: 04/08/2025 

Total Compensation Estimator Tool

DEPARTMENT OF ELDER AFFAIRS

COMMUNITY AND SUPPORT SERVICES

*****OPEN COMPETITIVE*****

ATTENTION CANDIDATES

Candidate Profile (application) must be complete in its entirety.

• Include supervisor names and phone numbers of all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment for 3 months or more MUST be addressed on application.
• Experience, education, training, knowledge, skills, and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.  
• It is unacceptable to use the statement “See Resume” in place of entering work history.
• Periods of employment should be entered with the most recent/current listed first.
• If you are a retiree of the Florida Retirement System (FRS), please contact the FRS to determine if your current benefits may be affected if you are reemployed with the State of Florida in an FRS-covered position.  Your current retirement benefits may be canceled, suspended, or deemed invalid depending upon the date of your retirement. 

• If claiming Veteran’s Preference, candidates MUST attach supporting documentation (DD214).
• If claiming Right to First Interview, candidates MUST attach a copy of your official layoff letter when applying.
• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

PAPER APPLICATIONS WILL NOT BE ACCEPTED BY THE AGENCY. APPLICATIONS MUST BE SUBMITTED THROUGH THE PEOPLE FIRST SYSTEM.

Mission Statement: To promote the well-being, safety, and independence of Florida’s elders, their families, and caregivers.

Vision Statement: For all Floridians to live well and age well.

We are seeking an enthusiastic individual with a desire to share our Agency’s mission to promote the well-being, safety, and independence of Florida's seniors, their families, and caregivers, and the vision for all Floridians to live well and age well.  If you have good judgment, a desire to enrich the lives of others, and share our mission and vision, please consider joining our team.

WHERE YOU WILL WORK:

The Department of Elder Affairs is in the Southwood Office complex in Tallahassee, Florida’s Capital City.  Lined with rolling hills, oak trees, and canopied roads Tallahassee combines traditional charm with a modern pace of life. Home to two major universities, Tallahassee has a vibrant art and music scene, stately gardens, as well as a vast number of nature trails for those who love the outdoors.  Tallahassee is a highly desirable location for both those seeking their first job and those ready to enter the next exciting chapter in their career. Also, with no state income tax, Florida is a great place to work regardless of where you are on the career ladder. For more information about Tallahassee, please visit:  https://www.talchamber.com/visit-tallahassee/.

BENEFITS OF WORKING FOR THE STATE OF FLORIDA:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive employee benefits including:

• 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; and
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

For a more complete list of benefits, click https://www.mybenefits.myflorida.com/.

DUTIES AND RESPONSIBILITIES:

This position is responsible for providing administrative support to the Bureau Chief and staff within the Bureau of Community and Support Services. This is a senior position within the Bureau and requires a high-level of performance and confidentiality. This responsibility includes, but is not limited to, coordination of travel and related authorization and reimbursement requests, supply orders and tracking assignments, work projects, meetings and communication of essential information electronically, in hard copy and verbally as needed.

Duties include:

• Assist in conducting daily administrative activities and/or directing special projects or activities. Manage the Bureau’s schedule of meetings, travel, and special events. Maintain the Bureau’s supporting documentation for expenditures related to meetings, travel reimbursements, office supply purchases, etc. Make arrangements for Bureau staff travel, meetings, and/or conferences.
• Maintains adequate stock and manages ordering of supplies and other purchases for the Bureau. Responsible for reviewing and compiling budget and expenditure reports. Review P-card charges and prepare the monthly reconciliation report and/or monthly expenditure and travel reports.
• Coordinate office services and related duties to assist Bureau staff. Direct purchasing, duplicating, general office assignments, property control and maintenance activities. Proofread documents and presentations; prepare and reproduce documents, reports, presentations, and correspondence; prepare and review quarterly LSP ROI report, maintain a file of written material and other records for the Bureau. Arrange for document storage and retrieval. Prepare purchase orders and maintain a reasonable inventory of routine office supplies for the Bureau. Maintain property inventory for the Bureau. Receive, open and date all mail addressed to Bureau staff and distribute as necessary. Maintain current information on Department policies and programs and process routine matters within established policies. Perform fiscal, personnel, purchasing, reporting and other major office functions. Review P-card charges and prepare the monthly reconciliation report and/or monthly expenditure and travel reports. Maintain reading file of all Bureau correspondence.
• Assists in the collection of documentation required for routing of human resource activities including request to advertise, hire, modifications, and reclassifications.
• Serves as Floor Warden.
• Responsible for tracking annual, quarterly and monthly reports due by the Bureau, including invoices.
• Coordinates and schedules Bureau Conference Line and Zoom account.
• Perform other assignments and duties as required.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

• Knowledge of administrative principles & practices. Knowledge of office procedures & practices.
• Ability to utilize problem solving techniques.
• Ability to plan, organize & coordinate work assignments. Ability to communicate effectively.
• Ability to establish & maintain effective working relationships with others.
• Ability to maintain confidentiality of sensitive information.

REQUIREMENTS:

• Ability to travel.

SPECIAL NOTES:

Preference will be given to the Department of Elder Affairs employees.

BACKGROUND CHECKS:

Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position.

APPLICANT INFORMATION:

Applicants should apply on-line via the People First Website https://peoplefirst.myflorida.com by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise.

If you have problems applying on-line, call the People First Service Center at 1-877-562-7287. Paper applications will not be accepted by the agency.

The Department of Elder Affairs is an "older worker-friendly" employer and also lists vacancies on the Silver Edition website, found at http://silver.employflorida.com, that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are "older worker-friendly."

The Department of Elder Affairs is an E-Verify employer and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each New Employee’s I-9 Form to confirm work eligibility.

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. 

Salary : $2,730 - $3,250