ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 60003208The incumbent will act as the HR liaison, facilitating, communicating and submitting documents/requests to HR. This position provides essential organizational support to the Director of General Services and additional division managers and staff.Duties and Responsibilities: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 ID badge 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 Director’s 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.Minimum Qualifications: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.Preferred Qualifications: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, Skills, and Abilities: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.Candidate Profile (application) must be completed in its entirety. 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.Benefits of Working for the State of Florida: 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. For a more complete list of benefits, visit Opportunities: 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 encouraged to take advantage of available Department opportunities for advancement and professional development.Where you will work: This position is located in Tallahassee, FL at the Headquarters office. This is not a remote position.About Department of Children and Families: Mission: The mission of the Department of Children and Families is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency. Vision: We are a highly skilled workforce committed to empowering people with complex and varied needs to achieve the best outcomes for themselves and their families. In collaboration with community stakeholders, we will deliver world class and continuously improving service focused on providing the people we serve with the level and quality that we would demand and expect for our own families. Values: A workforce that operates with integrity maintains loyalty to a code of ethics that requires the courage to take responsibility for providing the highest quality of service to the vulnerable. We are a solutions-focused learning organization built on a foundation of transparency in action and accountability of results. Both within the organization and among our stakeholders, we thrive in a culture of respect for diversity of opinion that is nurtured.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.