Staff Assistant

Requisition No: 869594

Agency:
Management Services

Working Title:

STAFF ASSISTANT -

Division of State Group Insurance
State of Florida Department of Management Services
This position is located in Tallahassee, FL

Previous Applicants Need Not Reapply

The Department is seeking a motivated professional to serve as a Staff Assistant in the Division of State Group Insurance. The incumbent will be responsible for providing advanced level administrative assistance and support to the division’s management team and professional staff. This position is essential to providing support in a variety of Division projects and activities. The incumbent must possess a high degree of professionalism and will be required to exercise independent judgment in managing and coordinating a wide range of assignments and projects.

This position is critical to ensure that all program members receive world‑class customer service and requires a high degree of confidentiality, problem solving skills, and adherence to time frames.

• Maintains calendars, including scheduling and coordinating meetings with various internal and external parties.
• Assists with identifying and compiling “action item” agendas and coordinates project assignments with designated Division staff.
• Provides administrative support for e‑mailing, mailing, faxing, copying, scanning, and filing documents.
• Assists with preparing written responses to various requests as needed.
• Develops and assists with developing materials for conferences and meetings, such as agendas, presentations, briefings, etc.
• Schedules, as requested, conferences and meetings with internal and external individuals, including designation of date, time and place.
• Assists with maintaining the Division’s leave and conference room calendars for all scheduled meetings and other commitments according to rank and priority.
• Maintains contract management files, including responding to the annual audit and providing the proper documentation.
• Serves as support for answering and assisting member calls to the Division main telephone line.
• Maintains complete and accurate record of calls received to the Division main telephone line via the DSGI Customer Service Tracker.
• Assists with preparations for Open Enrollment Benefit fairs.
• Assists with preparing standard operating procedures and desktop procedures.
• Serves as the division’s COOP coordinator and updates all documents.
• Coordinates Document Management – uses the Department of State’s Total Recall System for archiving and destroying documents.
• Serves as the alternate safety warden and risk manager for the division.
• Assists with purchasing, travel coordination, human resources, property control and maintenance.

• Provides cross functional support to other DSGI work units and bureaus for special projects and during peak workload periods as required to support the Division’s operational needs and benefits administration processes.

• Knowledge of administrative office procedures and practices.
• Professional attitude with the ability to perform in small business environment.
• Ability to communicate effectively through verbal and written communication.
• Strong proofreading and editing skills.
• Strong organizational skills.
• Knowledge of using Microsoft Office Suite – Word, Excel, Outlook, and SharePoint.
• Ability to work effectively within a team‑based work group that consists of state employees, contractors, procurement respondents and attorneys.
• Ability to utilize problem‑solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments so that deadlines are met.
• Knowledge of records management/retention schedules.
• Knowledge of Florida Statutes, and policies and procedures governing the state group insurance program, including Chapter 60, Florida Administrative Code.

• High school diploma, GED equivalent or higher from an educational institution.
• Minimum of two years of experience working in state government or a professional office environment providing clerical and administrative support.
• Proficiency in…