Administrative Assistant II - ses

OCCUPATION PROFILE

JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATION: EXEC SECRETARIES & EXEC ADMIN ASSISTANTS

43-6011

BROADBAND LEVELS: Level 3 -- Pay Band 005

DESCRIPTION

This position reports directly to the Equal Opportunity Manager. The position performs professional administrative work on an independent basis by assisting staff in the Equal Opportunity section in the Office of the General Counsel and, as needed, administrative support to the rest of the staff in the Office of the General Counsel. This position works independently in making decisions and obtaining solutions to problems, issues, and other matters that fall within policies and procedures, rules and laws relating to human resources and other administrative areas. This position comes in contact with all levels of department staff and must establish and maintain an effective working relationship.

EXAMPLE OF DUTIES:

Receives and routes calls for Equal Opportunity section mainline and ensures coverage when absent from desk.

Creates complaint and accommodation files for inspector specialists; routes, copies, tabs and mails out responses to external agencies.

Maintains electronic complaint log listing all employee complaints, service delivery complaints and Americans with Disabilities accommodation requests. Ensures that inspector specialists update log when taking action in a case.

Copies files for public record requests for Equal Opportunity section.

Proofreads reports, memos, and letters of disposition of complaints to external agencies for Equal Opportunity manager and inspector specialists.

Coordinates training sessions and conferences facilitated by Equal Opportunity section. Prepares training packets and assist with TrakIt.

Receives, reviews and routes incoming Equal Opportunity section mail. Ensures that all outgoing mail is sent appropriately.

Record manager for Equal Opportunity Section files including keeping records filed and in order, and pulling and preparing closed records for storage once a year.

Monitors zzz feedback mailbox for Equal Opportunity, assigns to appropriate person, and track assignments and due dates to ensure timely responses.

Makes or assists EO staff with travel arrangements and completes travel authorizations and travel vouchers in accordance with policy and procedures.

Performs general services functions for the section such as preparing purchase requisitions and purchase orders; orders supplies; acts as a purchasing card cardholder; reconciles monthly P-card charges; arranges for maintenance and repair of all office equipment, telephones, computers, and building fixtures; records property management and inventory.

Approves Level 2 charges in FLAIR for bureau (except those made by the incumbent of this position).

Monitors completion of performance evaluations for Equal Opportunity staff; sends reminders to supervisor of upcoming appraisals two months, and again one month, prior to due date; sends reminder if evaluations are not completed within a month of due date.

Emergency Duty and Deployment-Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross Shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

Performs other related duties as requested.

**NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida employment application.

This position requires a security background check and/or drug screening and participation in direct deposit.

Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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..

LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS

EFFECTIVE: 03/17/2003

History:

07/01/2002

01/02/2015 Title change from Executive Secretaries & Admin Assistants