ADMINISTRATIVE ASSISTANT I

Requisition No: 846352

Agency: Veterans Affairs

Working Title: ADMINISTRATIVE ASSISTANT I - 50000881

Pay Plan: Career Service

Position Number: 50000881

Salary: $33,759.96 $1,268.80 CAD

Posting Closing Date: 02/14/2025

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Requisition #846352

**ANTICIPATED VACANCY**

ADMINISTRATIVE ASSISTANT I #5000881

FLORIDA DEPARTMENT OF VETERANS’ AFFAIRS

VA Medical Center, Bureau of Field Services

Miami, Miami Dade County

Starting Annual Salary: $33,759.96 plus $1,268.80 C.A.D.

Paid Bi-Weekly

Excellent retirement package and optional deferred compensation plan. Health, vision, dental, ‎disability, and other supplemental insurance available at reasonable premium rates. Paid vacation and ‎sick leave. Nine (9) paid holidays and personal day. Tuition waiver available for State Universities and ‎Community Colleges (up to 6 credits per semester).‎ Education and employment history must be verifiable. Please attach any credentials you claim (degrees, certifications, etc.) to your application.

MINIMUM QUALIFICATIONS:

Your experience and credentials must be provided and be verifiable, as part of the screening process.

The following are required:

• Administrative, secretarial, or clerical experience.
• Customer service experience.
• Experience multi-tasking in an office environment.
• Experience proofreading official documentation.
• Proficiency in Microsoft Office Suite: Word, Excel, and Outlook.
• Excellent interpersonal skills and communication skills.
• Proficient in the English language: speaking, reading and writing.
• Successful completion of the due diligence process to include, but not limited to, a Level II background check.

PREFERRED QUALIFICATIONS:
Have served as a member of the Armed Forces of the United States; and have been separated from such service under honorable conditions. A DD-214, Member Copy 4, or proof of entitlement to Veterans’ Preference MUST accompany your application, if applicable.

In addition to the requirements above, preference will be given to candidates with the following experience and education credentials:

• E-4 or above rank.
• An Associate’s Degree or higher level of education. Direct experience may substitute for the degree requirement on a year for year basis
• Two (2) years administrative, secretarial or clerical experience.
• Two (2) years customer service experience.
• Two (2) years’ experience multi-tasking in an office environment.
• Fluency in Spanish: speaking, reading and writing.
• Experience using Pivot Tables.

POSITION DESCRIPTION

This position is the Administrative Assistant I for the Supervisor and the Veterans’ Service Officers. The incumbent is assigned to the Miami, Department of Veterans’ Affairs VA Medical Center field office.

The Administrative Assistant provides administrative support includes, but is not limited to, answers and facilitates phone calls; greet customers and clients and provide directional information; typing and proofreading correspondence; ensuring the timely delivery of all mailed correspondence, inventory control, ordering supplies; and completing travel reimbursement forms for assigned staff. Maintains an accurate filing system, including memorandums, reports, policies and directives.

Provides complete, accurate, and professional service to all persons who inquire or ask for assistance in a courteous and respectful manner. Greets and screens all persons to determine level of assistance required. Assign individuals to Veterans’ Service Officers and /or directs individual to appropriate hospital service or other government agency for assistance. Responds to telephone inquiries to determine level of assistance required. Assigns calls to Veterans’ Service Officers, or direct calls to appropriate hospital service or other government agency for assistance.

Performs data entry and retrieval functions using department computer and software. Utilizes department software to log in all persons, and assigns them to the appropriate Veterans’ Service Officers. Posts and updates data system with rating information, bedside visit information and other data as determined by the supervisor. Completes forms and documents using Department computers, or prepare forms manual if computer is not available. Composes and types routine office correspondence as determined and directed by the supervisor. Maintains privacy of veteran information. Complies with Department, Medical Center, Nursing Home, and Clinic rules and regulations, regarding the use of computers and electronic data information systems. All persons who apply for services will be asked if they wish to register to vote, ensuring compliance with the national registration act of 1995 (NVRA). Maintain an office filing system to include all correspondence, records, documents and reports.

Assists all accredited organizations, state, county, or others in obtaining medical information necessary to support claims for benefits. Maintains rapport and liaisons with VA medical staff and Regional Office staff regarding computer support, access to medical records and reports. Assists supervisor in maintaining supplies and inventories of state property. Collects and maintains statistical data and prepare reports for field office. Maintain office calendar for supervisor and staff. Coordinates and arranges meetings for supervisor.

This position is in the Career Service System

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.