STAFF ASSISTANT

Staff Assistant - 72002595

The Department of Management Services 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 timeframes.

Specific responsibilities for this position will include, but not be limited to, the following:

• 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 emailing, 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.

Knowledge, Skills, and Abilities:

• 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.

Minimum Qualifications:

• High school diploma, GED equivalent or higher from an educational institution, and a
• Minimum of two years of experience working in state government or a professional office environment providing clerical and administrative support.
• Proficiency in the use of the Microsoft Office Suite - Word, Excel, Outlook, and SharePoint.
• Ability to sit for extended periods of time.
• Ability to stand for extended periods of time.
• Ability to lift, push and pull up to 30lbs.

Our Organization and Mission:

Under the direction of Governor Ron DeSantis, Interim Secretary Tom Berger and DMS' Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida's state government. It is against this backdrop that DMS strives to demonstrate its motto, "We serve those who serve Florida."

Special Notes:

DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following provided email addresses: View email address on click.appcast.io View email address on click.appcast.io An individual with a disability is qualified if he or she satisfies the skills, experience, and other job related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at View phone number on click.appcast.io. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation. Successful completion of background screening will be required for this position. 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 View phone number on click.appcast.io). 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.

Location: TALLAHASSEE, FL, US, 32399