ADMINISTRATIVE ASSISTANT II - SES - 42003013

Date: Sep 23, 2024

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Requisition No: 838208

Agency: Agriculture and Consumer Services

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 42003013

Pay Plan: SES

Position Number: 42003013

Salary: $39,000.00 - $60,000.20

Posting Closing Date: 09/30/2024

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

ADMINISTRATIVE ASSISTANT II - SES

DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

FLORIDA FOREST SERVICE

*STATE PERSONNELSYSTEM OPPORTUNITY --

ONLY CURRENT STATE PERSONNEL SYSTEM

EMPLOYEES WILL BE CONSIDERED*

MINIMUM REQUIREMENTS:

A bachelor's degree from an accredited college or universityandtwo (2) years of administrative experience.

A master's degree from an accredited college or university can substitute for one year of the required experience.

Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

An equivalent combination of education and experience which equals six (6) years can substitute for the above requirements.

Requires possession of a valid driver license.

ATTENTION CANDIDATES

To be considered for a position with the Florida Department of Agriculture and Consumer Services:

• All fields in the Candidate Profile must be completed (an attached resume is not a substitution for the information required on the candidate profile).

• Work history, duties and responsibilities, hours worked, supervisor, and formal education fields, etc. must be filled out to determine qualifications for this position.

• Responses to Qualifying Questions must be verifiable in the Candidate Profile.

  The Florida Department of Agriculture and Consumer Services values

and supports employment of individuals with disabilities. Qualified

individuals with disabilities are encouraged to apply.

ADDITIONAL REQUIREMENTS:

Occasional to moderate travel required.

Position may respond to emergencies, including natural disasters or other type incidents, as needed.

NOTES:

Successful applicant must pass a background screening, including fingerprinting, as a condition of employment.

JOB DUTIES:

Serves as the Administrative Assistant II within the Director’s Office of the Florida Forest Service (FFS). This position requires the incumbent to be held to a high degree of responsibility and confidentiality, working independently with minimal supervision while handling the many administrative functions of the FFS. Incumbent must be able to maintain a good working relationship with a large number of people and to adjust to ever changing work priorities as directed by their supervisor. Incumbent must be able to meet deadlines. This position requires a self-motivated, detail-oriented, responsible and dependable individual that must be discreet when handling personnel issues.

Serves as Public Records Coordinator and Records Management Liaison for the FFS; researches and coordinates responses with the districts/centers as necessary. Keeps the FDACS public inquiry system updated and accurate and handles all public requests in accordance with policy and procedures. Notifies General Counsel of all Notice of Claims involving the FFS or potential litigation.

Conducts an annual review of FFS Administrative Policy and Procedures; communicates with the appropriate bureaus and develops a schedule to review/update the policies and procedures. Responsible for the organization and maintenance of current electronic versions. Performs policy and procedure changes as requested. Presents the proposed policy changes to management for final approval. Ensures most current versions are organized and published on the FFS intranet. Ensures all FFS policies and procedures do not conflict with department policies and procedures or Florida Statutes. Coordinates bill analysis for the FFS, tracking deadlines, and coordinating responses for final submission.

Plans, initiates, and executes administrative activities for the FFS. Performs a wide variety of functions including, but not limited to, preparing and modifying documents, including correspondence, reports, memorandums, and emails; photocopying and faxing documents; processing mail and shipping packages; maintaining and ordering office supplies. Coordinates timely responses to email inquiries for the FFS.

Assists the Chief of Field Operations as needed, performing research to prepare correspondence and reports as requested and ensures deadlines are met. Performs quality review on outgoing correspondence. Coordinates emails received from the public as necessary and tracks deadlines for the field following up to ensure timelines are met. Serves as backup to the Administrative Assistant III-SES when necessary. Performs other related duties as assigned. Provides assistance as needed for the manager’s meetings and quarterly Florida State Fire Service Bargaining Unit meetings and assists with preparing for Florida Forest Council meetings.

Prepares and administers confidential personnel work to the FFS according to established policies and procedures including, but not limited to job advertisements, coordinating interviews, hiring packages; drug testing program, updating position descriptions; processing disciplinary actions; changes in employee pay such as Leave Without Pay and Special Pay Increases. Serves as back-up for the FFS Worker’s Compensation Program, as necessary. Serves as Coordinator for the FFS Forms Program and Records Management Program for the FFS. Conducting yearly records inventory and coordinates the approval of records destruction requests for the FFS. Coordinates the tracking of incident reports.

Monitors and coordinates the Assistant Director’s calendar. Arranges meetings, makes travel arrangements, and prepares travel authorizations and reimbursements as requested. Coordinates registration for conferences and meetings as requested. Answers the telephone, routes calls to the appropriate bureaus or districts, and answers questions concerning the FFS processes.

Performs other related duties as required.

The 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 set of employee benefits including:

• Annual and Sick Leave benefits;

• Nine paid holidays and one Personal holiday each year;

• State Group Insurance coverage options, including health, life, dental, vision and other supplemental insurance options;

• Retirement plan options, including employer contributions (For more information, please visitwww.myfrs.com;)

• Flexible Spending Accounts;

• Tuition waivers;

• And more!

  For a complete list of benefits, visitwww.mybenefits.myflorida.com.

  For an estimate of the total compensation package for this position, please visit the“Total Compensation Estimator Tool”located above under the “Posting Closing Date.”

  SPECIAL NOTES:

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.

Location:

TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32309

Nearest Major Market:Tallahassee