Working Title: OPS ADMINISTRATIVE ASSISTANT II – 72901345
Salary: $15 an hour
Posting Closing Date: 09/12/2019
This is a re-advertisement. Previous applicants are still being considered and need not re-apply
Administrative Assistant II – OPS
Division of State Group Insurance
State of Florida Department of Management Services
This position is located in Tallahassee
The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing the various business and workforce-related functions of state government. Under the direction of Governor Ron DeSantis and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, telecommunications, private prisons, fleet, and federal property assistance programs utilized throughout Florida’s state government. DMS is relied upon to establish, maintain and improve the business processes used by state employees to create a better, not bigger government. DMS facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.” Under the leadership of DMS Secretary Jonathan Satter, DMS’ employees embody four pillars on a daily basis: establishing a process-oriented mindset; challenging the status quo; creating efficiencies; and respecting state employees.
DSGI is seeking a motivated professional to serve as an Administrative Assistant II. 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 essential to providing support and leadership in a variety of Division projects and activities and will serve as one of the primary points of telephone contact for the Division. 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 will include, but are not limited to, the following:
Supports the Division’s Director and staff with clerical and administrative duties, including but is not limited to:
Maintains the Director’s calendar, including scheduling and coordinating meetings with various internal and external parties.
Assists the Director in identifying and compiling “action item” agendas and coordinates project assignments with designated Division staff.
Develops 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.
Reviews and recommends edits for Division publications and websites, ensuring content and intent are consistent across all media.
Researches and finds resolutions to issues and prepares responses or assigns to appropriate staff for research and resolution.
Receives, logs, and tracks all incoming correspondence and checks.
Monitors time sensitive correspondence and issues to ensure compliance with Division response policies.
Coordinates intra-section projects and assignments and develops policies and procedures to enhance internal office management functions.
Tracks and monitors office supplies and the paper supply inventory.
Assists with Document Management – uses the Department of State’s Total Recall System for archiving and destroying documents.
Assesses operational effectiveness and recommends changes as needed in internal policies and procedures.
Customer Service and Support Duties:
Assists the Member Services team in the event of absence with the following duties, including but is not limited to:
Answers the main phone lines and provides technical assistance and educational information to State Group Insurance Program members regarding benefit plans, rules governing administration of those plans, and enrollment and eligibility processing within the People First system.
Follows approved standard operating procedures (SOP) for distributing correspondence and maintaining copies and documentation.
Assists with preparations for Open Enrollment Benefit fairs.
Provides interim cross functional support for special projects and peak workload periods as required to support the Division operational needs.
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.
Proficiency in the use of Microsoft Word, Excel, and Outlook.
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.
Knowledge of Federal laws, rules, and regulations governing or affecting state group insurance programs including, but not limited to Section 125 of the IRS Code, COBRA, Medicare, the Affordable Care Act, and HIPAA.
Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork
This position requires sedentary work and repetitive motion.
High school diploma or higher from an educational institution.
Three years of administrative experience in state government, working in an office environment, or providing comparable clerical support.
Knowledge of Microsoft Word, Excel, and Outlook.
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.
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 (850) 488-2707. 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 (1-866-663-4735). 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.
Nearest Major Market: Tallahassee