Administrative Assistant Ii

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Requisition No:882287

Agency:
Children and Families

Working Title:

ADMINISTRATIVE ASSISTANT II -

General Services - Department of Children and Families

The incumbent will act as the HR liaison, facilitating, communicating and submitting documents/requests to HR. I.E, new hire packets, Request Personnel Actions, position descriptions, Classification Request Forms, etc. This position provides essential organizational support to the Director of General Services and additional division managers and staff

• Coordinate between departments and operating units to resolve day-to-day administrative and operational problems.
• Coordinate human resources activities such as hiring paperwork, trainings, meetings, etc.
• Coordinate the background screening and  process for the headquarters staff.
• Provide knowledge of agency or program procedures and policies.
• Answer, screen, and direct phone calls from clients to the appropriate persons.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Manage the Directors calendar to include; daily activities, preparing agenda's, scheduling travel, meetings, conference rooms etc..
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
• Ensure confidential treatment of documents.

• High school diploma or equivalent.
• Two years of administrative, clerical, office support, or executive support experience.
• Ability to work onsite at DCF Headquarters in Tallahassee, Florida. This is not a remote position.

• At least one year of experience coordinating calendars, meetings, travel, correspondence, records, or other administrative workflows.
• Experience using Microsoft Office or comparable office software, including email, word processing, spreadsheets, and calendar/scheduling functions.
• Experience handling confidential or sensitive information.
• Experience serving as an HR liaison or coordinating personnel actions, hiring paperwork, onboarding, background screening, or employee identification/badging.
• Experience supporting a director, executive, or multiple managers in a fast-paced office environment.
• Experience with State of Florida administrative processes or systems, including People First or comparable human resources systems.
• Experience coordinating purchasing, office supplies, inventory, or related administrative functions.

• Knowledge of office procedures and practices.
• Ability to work in wide range of office software and systems.
• Ability to prepare correspondence and administrative reports.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

• Include supervisor names and phone numbers for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of entering work history.
• If you experience problems applying online, please call the People First Service Center at .

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.

With 12,000 employees across the state DCF promotes opportunities and training for all. Our jobs are among the most challenging, complex, and difficult in State government. They are also among the most rewarding. All employees are…