ADMINISTRATIVE ASSISTANT II - 60019569 Date: Feb 3, 2025 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce\_operations/human\_resource\_management/for\_job\_applicants/e\_verify) . Requisition No: 845998 Agency: Children and Families Working Title: ADMINISTRATIVE ASSISTANT II - 60019569 Pay Plan: Career Service Position Number: 60019569 Salary: $40,000.22 Posting Closing Date: 02/17/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) This is an Administrative Assistant II position within the Investigations Intake Unit of the Office of Inspector General located in Tallahassee. Responsibilities: Manages, reviews, and coordinates responses to all public records requests and works with counsel to ensure compliance with Florida Statutes relating to timeliness and confidentiality. Assists in analyzing and processing complaints for recommendations and dispositions relating to Management referrals or closures within five working days. Reviews and is familiar with statutes pertaining to confidentiality requirements as they relate to Whistle-Blower investigations. Evaluates impact of confidentiality requirements on OIG operations. Coordinates media public records requests with the Department's communications office. Ensures public record requests are accurately reported to and tracked in OIG database and DCF Tracker. Assist with the coordination of the Office of Investigations’ accreditation process to ensure accreditation compliance. Act as back-up for redaction of confidential information as defined by statute and federal Health Insurance Portability and Accountability Act (HIPAA). Completes or assists in the completion of projects such as the annual report, quarterly reports, management reports, or impromptu requests by the Operations & Management Consultant Manager, the Chief of Investigations, or the Inspector General. Reviews case related information entered into the Investigations Database to ensure that it is accurate and complete. Coordinates with Regional Investigative Supervisors or Regional Investigators any revisions to the data or additional fields requiring entries. Acts as back-up for all AA I intake responsibilities and DCF Tracker assignments, such as daily retrieval of internet complaints; entering complaint information received from internet complaints and other sources as assigned into the Investigations database accurately and timely; answering telephone lines, assessing calls for appropriate disposition, and entering call details into the Investigations database timely; making recommendations for complaint disposition and preparing related professional correspondences; office supply inventory; coordinating and processing all Investigations supplies and other orders in MFMP; supporting the Chief of Investigations in all administrative functions. Performs other related duties and special projects as assigned. EXAMPLES OF JOB CHARACTERISTICS: Communicating With Other Workers Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer. Communicating With Persons Outside Of the Organization Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer. Interacting With Computers Controlling computer functions by using programs, setting up functions, writing software, or otherwise communicating with computer systems. Establishing and Maintaining Relationships Developing constructive and cooperative working relationships with others. Processing Information Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data. Getting Information Needed to do the Job Observing, receiving, and otherwise obtaining information from all relevant sources. Performing for/Working With Public Performing for people or dealing directly with the public, including serving persons in restaurants and stores, and receiving clients or guests. Performing Administrative Activities Approving requests, handling paperwork, and performing day-to-day administrative tasks. Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in either written form or by electronic/magnetic recording. Evaluating Information Against Standards Evaluating information against a set of standards and verifying that it is correct. EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES Active Listening Listening to what other people are saying and asking questions as appropriate Coordination Adjusting actions in relation to others' actions Writing Communicating effectively with others in writing as indicated by the needs of the audience Reading Comprehension Understanding written sentences and paragraphs in work related documents Information Organization Finding ways to structure or classify multiple pieces of information Service Orientation Actively looking for ways to help people Speaking Talking to others to effectively convey information Time Management Managing one's own time and the time of others Clerical Knowledge of administrative and clerical procedures and systems English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar Computer Knowledge of computer software including applications Telecommunications Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems Customer and Personal Service Knowledge of principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation BACKGROUND SCREENING REQUIREMENT: It is the policy of the Florida Department of Children and Families that any candidate being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, Chapter 408, F.S. No candidate may begin employment until the background investigation results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background investigations shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies. Also, employees are subject to background re-screening at least every five years. 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. 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: TALLAHASSEE, FL, US, 32303 AUCILLA, FL, US, 32344 BRISTOL, FL, US, 32321 CHATTAHOOCHEE, FL, US, 32324 CHATTAHOOCHEE, FL, US, 32351 CRAWFORDVILLE, FL, US, 32327 GRETNA, FL, US, 32332 HAVANA, FL, US, 32333 HOSFORD, FL, US, 32334 MADISON, FL, US, 32340 MIDWAY, FL, US, 32343 MONTICELLO, FL, US, 32344 PERRY, FL, US, 32347 PERRY, FL, US, 32348 QUINCY, FL, US, 32351 QUINCY, FL, US, 32353 SAINT MARKS, FL, US, 32355 SOPCHOPPY, FL, US, 32358 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32399 WAKULLA SPRINGS, FL, US, 32327 Nearest Major Market:Tallahassee