Administrative Assistant Ii

Administrative Assistant II

Position Number:

$34,760.00 - $38,236.00 Annually $1,336.92 - $1,470.62 Biweekly

• Health insurance (over 90% employer paid)
• $25,000 life insurance policy (100% employer paid)
• Dental, vision and supplemental insurances available at state rates
• State of Florida retirement package
• Generous vacation and sick leave
• 10 paid holidays a year
• Tuition waiver for state college/university courses
• Training opportunities
• For additional benefit information available to State of Florida employees, go to

This position provides administrative and clerical support to the Risk Manager and the Workers’ Compensation Coordinator. This position also provides back-up clerical support to the Quality Services Director.

Supports the Risk Manager, Workers’ Compensation Coordinator, and other staff linked to the Risk Management department. Copy and file memorandums, letters, correspondence and other related documents. Updates and purge workers’ compensation case files in accordance with the State of Florida General Records Schedule GS1-SL.

Utilize various computer programs with tracking systems, spreadsheet reports, meeting minutes and other processes as needed. Compose and type memorandums, letters, and other correspondence as needed. Serve as communication liaison between other departments and the Risk Management department. Review, organize, and prioritize work assignments to meet assigned deadlines.

Completes independently and with direction from supervisor or supervisory chain of command assignments and special projects accurately and in a timely manner.

Act as receptionist, answer the phones, greet, announce, and route visitors and calls to the appropriate staff. Assist callers with basic or routine information and prepare and distribute accurate phone messages. Provide advice and technical assistance to Tacachale staff regarding any problems under this department’s span of control. Operates the computer, multifunction printer, and fax machine as required. Order and maintain office equipment, supplies, forms, equipment work orders.

Routes, screens, forwards, and processes incoming and outgoing mail.

Serves as one of the back‑ups to the Tacachale Reportable/Critical Reports coordinator. Serve as the Building Manager for the Risk Management building. Performs other related duties as required.

• Must have a high school diploma or equivalent.
• Must be proficient in the use of office equipment such as computers, printers, scanners and fax machines.
• Must be willing to perform essential services before, during, and after an emergency.
• Must be willing to work beyond the normal work schedule to maintain minimum coverage levels and meet the needs of the Agency.

Knowledge of:

• Knowledge of and demonstrate skill in Microsoft Suite Products which include Word, Outlook, Excel, PowerPoint.
• Knowledge of filing systems, development and tracking.
• Knowledge of correct spelling, punctuation, and grammar use.
• Knowledge of developing an organized filing and tracking system.
• Knowledge of typing memorandums and various reports.
• Knowledge of basic office procedures and practices.

Ability to:

• Ability to and demonstrate skill in communicating effectively orally and in writing.
• Ability to and demonstrate skill in managing multiple priorities and making timely decisions to meet department requirements.
• Ability to collect, evaluate, and analyze data and utilize problem solving techniques.
• Ability to understand and apply applicable rules, regulations, and procedures.
• Ability to establish and work in a collaborative manner in multidisciplinary teams and develop and maintain cooperative relationships with Department staff, other state agencies, and peers.
• Ability to plan, organize and coordinate work assignments.
• Ability to organize data into a logical format for presentation in reports, documents, and other written materials.
• Ability to interact with all customers in a professional manner.
• Ability to review documents to ensure accuracy and quality.
• Ability to Learn new software pertinent to job responsibilities.
• Ability to apply quality management principles and techniques.
• Ability to type efficiently.
• Ability to review documents to ensure accuracy and quality.

• Must be able to sit for extended periods of time.
• Must be able to remain in a stationary position frequently, but also occasionally move about within the campus of Tacachale to access other staff, buildings, and materials.
• Must be able to speak and hear clearly.
• Must be able to lift, carry, bend, crouch, reach overhead, stand, and walk on an occasional basis.
• Must have manual dexterity (i.e., use of fingers, hands, and arms).
• Must be able to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.