ADMINISTRATIVE ASSISTANT I - 48004315

Date: Oct 20, 2024

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 832091

Agency: Department of Education

Working Title: ADMINISTRATIVE ASSISTANT I - 48004315

Pay Plan: Career Service

Position Number: 48004315

Salary: $2,730.00

Posting Closing Date: 12/31/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

DIVISION OF VOCATIONAL REHABILITATION

AREA 2, JACKSONVILLE/OCALA

UNIT 08A

(Administrative Assistant 1)

This Advertisement may be used to fill current and future vacancies for up to 6 months.

This position typically hired at the pre-broadband salary minimum of $2,730.00 per month ($32,760.00 annually).

This position may be housed in Jacksonville or Ocala, FL depending on available office space.

Our Mission is "to help people with disabilities find and maintain employment and enhance their independence." Our Vision is "to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees."

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening.

No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department.

Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies.

Applicants interested in information about The Division of Vocational Rehabilitation and The Department of Education or the State of Florida can utilize the attached links to web sites such as the DVR Rehab works site http://www.rehabworks.org, the DOE homepage http://www.justreadflorida.com, the Department of Management Services website http://dms.myflorida.com/, or the My Florida homepage http://www.myflorida.com.

DESCRIPTION

(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

This is independent work assisting management in providing analysis and research on a variety of administrative matters. Work involves assignments that are broad as to objective and content and require independently making decisions and obtaining solutions by operating within well-established policies, laws, rules and guidelines.

This work helps management and professional staff accomplish its objectives by providing administrative support including organization and control in the preparation and maintenance of documentation and materials vital to the effectiveness of the organization/unit.

This position:

• Process a variety of routine correspondence, investigate subject matter and prepare replies.

• Maintain current information of division policies and programs and process routine matters within established policies.

• Review records and reports which require action and recommend solutions or courses of action.

• Perform special assignment, research and report preparation.

• Perform fiscal, personnel, purchasing, statistical reporting and other major office functions.

• Represent supervisor at meetings to furnish or obtain information.

• Assist in conducting daily administrative activities and/or directing special projects or activities.

• Provide input and recommendations for area budget.

• Review and coordinate implementation of area rules and procedures.

• Perform related work as assigned.

Duties and Responsibilities:

Assists the Area Director and other staff in conducting daily administrative activities. This includes, but is not limited to the following:

Functions as Social Security Liaison:

• Trains area staff in Ticket-to-Work procedures.

• Trains area staff about the State Verification & Exchange system (SVES).

• Tracks and prepares area Social Security Cases for possible reimbursement of VR funds.

• Updates area staff on Social Security Administration changes.

Functions as Purchasing Liaison:

• Purchases area supplies, equipment and furniture via MyFloridaMarketplace (MFMP), Purchasing Card (Pcard), or Miscellaneous Invoice Transmittal (MIT).

• Training of area staff on preparation of purchase requests.

Functions as Travel Liaison:

• Trains area on travel rules and regulations.

• Trains area staff on Travel Program, preparation of C676c.

• Trains area staff on the proper utilization of travel codes.

• Proofing of area travel packets prior to sending to VR Headquarters for reimbursement.

• Maintains monthly travel expense report for the area.

Functions as Training Coordinator:

• Preparation of facility prior to training.

• Prepare and submit request for CRC credits for area training.

• Maintains attendance records of area staff who attend area and state level training.

• Purchase of interpreter services for Hearing Impaired personnel.

• Assist area staff with preparation of travel packets to attend trainings.

• Proofing of area staffs' travel packet prior to submission for reimbursement of expenses acquired during trainings.

• Preparation of training materials for trainings.

• Arranging accommodations for training presenters.

Attendance is an essential function of this position. Performs related duties and responsibilities as assigned.

Minimum Qualifications

A bachelor’s degree from an accredited college or university and one year of administrative experience. A master’s degree from an accredited college or university can substitute for the required experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

KNOWLEDGE, SKILLS AND ABILITIES

(Note: The knowledge, skills and abilities (KSA's) identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions in the employing agency.)

Knowledge of:

• administrative principles and practices

• office procedures and practices

• methods of data collection

• principles and techniques of effective communication

• business formats and styles for letters and business forms

• correct spelling, punctuation and grammar usage

• basic arithmetic

• Skill in typing

Ability to:

• collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing

• prepare correspondence and administrative reports

• understand and apply applicable rules, regulations, policies and procedures

• utilize problem-solving techniques

• work independently

• plan, organize and coordinate work assignments

• communicate effectively

• establish and maintain effective working relationships with others

BENEFITS INFORMATION

• State of Florida Retirement package – 3% employee contribution required

• 10 Paid Holiday's annually

• 104 Hours of Paid Annual Leave annually

• 104 Hours of Paid Sick Leave annually

• Health Insurance for Individual or Family Coverage – State pays 80% of premium

• Life Insurance – State pays 80% of premium

• Additional supplemental insurances available such as dental, vision, etc.

• Tax Deferred Medical and Child Care Reimbursement Accounts available

• Tax Deferred Savings Program available through payroll deduction

Benefits information can be found on the following websites:

http://dms.myflorida.com/human_resource_support/human_resource_management/for_job_applicants#Benefits

Insurance Benefits: http://www.myflorida.com/MyBenefits

Deferred Compensation:

https://www.myfloridadeferredcomp.com/SOFweb/index.htm

Pretax Benefits:

http://dms.myflorida.com/human_resource_support/state_group_insurance/dsgi_webcenter/active_employee_webcenter/reimbursement_accounts

Retirement Benefits:

http://dms.myflorida.com/human_resource_support/retirement

LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS

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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

JACKSONVILLE, FL, US, 32202 JACKSONVILLE, FL, US, 32204 JACKSONVILLE, FL, US, 32205 JACKSONVILLE, FL, US, 32206 JACKSONVILLE, FL, US, 32207 JACKSONVILLE, FL, US, 32208 JACKSONVILLE, FL, US, 32209 JACKSONVILLE, FL, US, 32210 JACKSONVILLE, FL, US, 32211 JACKSONVILLE, FL, US, 32212 JACKSONVILLE, FL, US, 32216 JACKSONVILLE, FL, US, 32218 JACKSONVILLE, FL, US, 32219 JACKSONVILLE, FL, US, 32221 JACKSONVILLE, FL, US, 32224 JACKSONVILLE, FL, US, 32225 JACKSONVILLE, FL, US, 32226 JACKSONVILLE, FL, US, 32231 JACKSONVILLE, FL, US, 32244 JACKSONVILLE, FL, US, 32246 JACKSONVILLE, FL, US, 32250 JACKSONVILLE, FL, US, 32254 JACKSONVILLE, FL, US, 32256 JACKSONVILLE, FL, US, 32259 JACKSONVILLE, FL, US, 33207 OCALA, FL, US, 32674 OCALA, FL, US, 33474 OCALA, FL, US, 34470 OCALA, FL, US, 34471 OCALA, FL, US, 34472 OCALA, FL, US, 34473 OCALA, FL, US, 34474 OCALA, FL, US, 34475 OCALA, FL, US, 34478 OCALA, FL, US, 34479 OCALA, FL, US, 34482

Nearest Major Market:Jacksonville