Requisition No: 670363
Agency: Children and Families
Working Title: STAFF ASSISTANT – 60048490
Position Number: 60048490
Salary: $1,040.00
Posting Closing Date: 06/22/2022
STAFF ASSISTANT
OCCUPATION PROFILE
JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATION: EXECUTIVE SECRETARIES & ADMIN ASSISTANTS
This position is located in Panama City, FL A completed State of Florida Application is required in order to be considered for this position
43-6011-02
BACKGROUND SCREENING REQUIREMENT:
It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies. Also, employees are subject to background re-screening at least every five (5) years.
JOB Description:
This is administrative work assisting a Program Operations Administrator in the operations of a Service Center. This employee independently researches and gathers data and prepares reports. Initiates special projects and provides guidance to assist in achieving the goals of the service center. Performs a variety of complex secretarial and administrative support functions requiring independent judgment.
EXAMPLES OF WORK:
ADMINISTRATIVE: Reviews, analyzes data for administrative and operational decisions. Reads and analyzes reports, correspondence, and other materials received by the OPA and upon request provides an executive summary. Prioritizes correspondence for review or action. Exercises independent judgment and decision-making ability in determining work priorities and makes suggestions to Administrator as to work assignments. Develops, organizes and maintains filing system for OPA.
REPORTS: Develops tracking systems to ensure completion of assignments as requested. Compiles information for management reports. Maintains statistics and disseminates information appropriately. Maintains working personnel and performance files on employees assigned to the Administrator.
PERSONNEL: Coordinates receipt and distribution of employee warrants. Assists staff in resolving payroll, leave and attendance, and benefits problems, including researching information on the Intra-Internet. Assists in developing and participating in the hiring process including completion of hiring packets for positions under managers’ supervision. Troubleshoots personnel related problems with Human Resource Office. Track Performance due dates, reviews scoring calculations for supervisors and coordinates employee appraisals for OPA.
BUILDING FUNCTIONS: Assists OPA in safety coordination and Emergency Management. Ensures forms, office supplies, and equipment is ordered and maintained. Assists with Property Inventory. Coordinates vendor activities for the service center. Processes invoices. Schedules room and attendees for meetings.
CUSTOMER SERVICE: Assists clients, receives visitors, answers call, and makes referrals. Follow-up to ensure timely and appropriate outcomes. Keeps supervisor fully informed of activities, pertinent issues, upcoming events, and potential problems. Based on independent judgments, notifies Community Relations of any potential problems. Drafts and composes responses for correspondence. Answers inquires on policy and procedures when possible.
Originates, composes, and types correspondence. Takes notes and completes minutes. Operates all office machines and equipment.
Performs other related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES:
Reading Comprehension
Understanding written sentences and paragraphs in work related documents
Writing
Communicating effectively with others in writing as indicated by the needs of the audience
Coordination
Adjusting actions in relation to others’ actions
Synthesis/Reorganization
Reorganizing information to get a better approach to problems or tasks
Time Management
Managing one’s own time and the time of others
Speaking
Talking to others to effectively convey information
Information Gathering
Knowing how to find information and identifying essential information
Monitoring
Assessing how well one is doing when learning or doing something
Active Listening
Listening to what other people are saying and asking questions as appropriate
Management of Material Resources
Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work
Clerical
Knowledge of administrative and clerical procedures and systems
Administration and Management
Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods
Computer
Knowledge of computer software including applications
LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS:
Effective: 03/17/2003
History: 07/01/2002
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.
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