State of Florida · 5 days ago
ADMINISTRATIVE ASSISTANT II - 64085532
Tallahassee, FL
Full-time
Onsite
Entry Level
$40K/yr - $40K/yr
2+ years expThe Florida Department of Health is seeking an Administrative Assistant II to support the Prosecution Services Unit. The role involves coordinating recruitment activities, managing personnel files, and assisting in various administrative functions related to human resources and compliance.
Government Administration
Responsibilities
Coordinates and tracks recruitment activity in the Prosecution Services Unit
Coordinates with People First and Human Resources to ensure that all personnel actions, i.e. payroll and recruitment, are timely initiated and acted upon
Prepares requisitions to advertise PSU positions within 24 hours of request; assists in development of requisition language and interview questions
Primary in screening applications; provides hiring supervisor with copies of screened applications and prepares interview packets for panel
Ensures new-hire paperwork is completed on first day of work
Ensures that candidate is fingerprinted and that results are received prior to start date
Oversees set-up and maintenance of personnel files for in-house use; in the absence of the Personnel Liaison, guarantees continuity of recruitment process and responds to requests from General Counsel, Deputy General Counsel and managers in matters relating to recruitment
Assists managers in correctly preparing personnel action request forms for all new hires, separations, special pay increases, classification actions, etc., using established guidelines; completes required information using the correct organizational codes, position information, salary, and justification
Maintains position descriptions and works with managers, supervisors, and staff to update and obtain signatures timely
Assists Personnel Liaison in role of Timekeeper for PSU employees
Coordinates Leave and Attendance issues in PSU, reporting Leave Without Pay, tracking sick leave donations, Family Medical Leave (FMLA) and Family Support Work Program (FSWP)
Incumbent investigates disparities in leave and attendance, FMLA and Workers Compensation issues for managers and staff; prepares responses and sends replies to all involved parties
Communicates with OPS employees and supervisors to ensure OPS timesheets are approved timely
Serves as Workers Compensation liaison for PSU; oversees handling and reporting of workers’ compensation injuries and advises supervisors and staff to ensure compliance with Workers’ Compensation and Disability Leave policy
Works with employee and HR office to ensure correct timekeeping and coding of timesheets
Assists the Personnel Liaison and Managers in facilitating timely completion of performance planning and evaluations for PSU employees by sending reminders and providing assistance with People First as required
Reviews reports from Human Resources and coordinates with managers, supervisors, and staff to address actions identified in the reports
Assists Personnel Liaison with preparing and maintaining internal tracking reports for management review
Other duties as assigned
Qualification
Required
Sound writing and organizational skills
Knowledge of correct spelling, punctuation, and grammar usage
Sound reading comprehension
Computer skills and MS Office computer literacy
Ability to plan, manage, and organize work priorities
Ability to multitask and ensure proper completion of work assignments in a timely manner
Ability to manage time
Ability to communicate effectively with others in writing as indicated by the needs of the audience
Ability to find information and identify essential information
Ability to listen to what other people are saying and ask questions as appropriate
Knowledge of administrative principles and practices
Knowledge of office procedures and practices
Knowledge of methods of data collection
Knowledge of the principles and techniques of effective communication
Ability to provide customer service
Ability to collect, evaluate, and analyze data relating to administrative functions such as training, personnel, or report writing
Ability to use PowerPoint to create training and group presentations
Ability to prepare correspondence and administrative reports
Ability to understand and apply applicable rules, regulations, policies, and procedures
Ability to utilize problem-solving techniques
Ability to communicate effectively with staff and management
Ability to establish and maintain effective working relationships with others
Preferred
Two years' experience with recruitment, hiring, onboarding, or other personnel-related responsibilities
Advanced experience with Microsoft Office Word, Excel, PowerPoint, and Outlook
Benefits
Annual and Sick Leave benefits
Nine paid holidays and one Personal Holiday each year
State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
Retirement plan options, including employer contributions
Flexible Spending Accounts
Tuition waivers
And more!
Company
State of Florida
The State of Florida is an online telephone and email directory for state government agencies and employees in Florida.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Richard Herstein, MD, MHA, MBA
Chief Hospital Administrator (CEO) and Chief Medical Officer (CMO)
Jimmy Patronis
Chief Financial Officer
Recent News
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