Administrative Assistant II - 43000087

Requisition No: 789908

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43000087

Position Number: 43000087

Salary: $31,200.00

Posting Closing Date: 03/02/2023

• OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY *

DIVISION: OFFICE OF INSURANCE REGULATION

BUREAU: LIFE AND HEALTH FINANCIAL OVERSIGHT

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

Two (2) years of administrative experience is required.

Preference will be given to applicants with two (2) years related experience with the following:

• State travel management system, preparing travel authorizations and reimbursements.
• State of Florida WORKS program and state issued P-Card.
• Preparing personnel packages.

Additional preferences:

• Knowledge of Microsoft Word and Excel.
• Knowledge of basic computer hardware/software.
• Ability to work with others and work with little or no supervision.

The minimum annual salary is $31,200.00.

Work hours for this position will be 8:00 a.m. to 5:00 p.m. Monday-Friday.

Qualified applicants will be required to take a work sample.

This position requires a security background check, including fingerprint as a condition of employment.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

Minimum Qualifications for this position include the following REQUIREMENTS AND ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of standard business formats and styles for letter and business forms; knowledge of office procedures and practices; knowledge of the principles and techniques of effective verbal and written communication; knowledge of methods of data collection. Ability to compile and analyze data for administrative decisions; ability to organize and maintain records management systems; ability to perform basic arithmetical calculations; ability to use correct spelling, punctuation, and grammar; ability to operate general office equipment; ability to plan, organize and coordinate work assignments; ability to communicate effectively verbally and in writing; ability to establish and maintain effective working relationships with others.

BRIEF DESCRIPTION OF DUTIES:

Primary duties of this position are:

• Answers telephones, places and routes calls, takes messages, and answers routine questions relating to the entities regulated by this Bureau. Acts as the receptionist for the Bureau; greets and announces visitors when necessary.
• Receives and reads incoming mail, date stamps and screens mail, distributes mail to supervisors of each section within the Bureau. Handles all incoming and outgoing mail for Bureau Chief and Financial Administrators.
• Provides meetings scheduled with Bureau staff to the Division Office for the weekly Insurance Regulation Meeting Report.
• Processes Annual Renewal Filing fees.
• Provides administrative support to the Chief, Financial Administrators, and other employees engaged in carrying out activities in the Bureau.
• Communicates with other areas within the Office on issues or questions relating to the regulation of a Life & Health Insurer Solvency.
• Responsible for the purchase and availability of materials and supplies. Oversees and maintains the upkeep of office equipment, property inventory and any associated maintenance contracts for typewriters, personal computers, laser printers, fax machines and copiers.
• Responsible for refunds of company fees with regard to licensing.
• Reviews, copies, and delivers to accounting all travel vouchers for the Chief and Financial Administrators. Maintains files relating to this travel and updates information as necessary.
• Responsible for coordinating the Archive activities for the Bureau. Maintains logs of files sent to the record center for storage and processing routine requests for retrieving files for review and destruction, as appropriate.
• Schedules Weekly NAIC Conference Calls for all staff within the Bureau. Collects weekly summaries from staff and distributes on a weekly basis to management.

Other:

• This requires a familiarity with the entire Office of Insurance Regulation and specific policies and procedures unique to this Bureau, as well as data collection, mathematical and basic accounting methods.
• Prepares statistical data for this Bureau. Compiles and produces reports and other documents in response to information requests. Perform special projects, research, and report preparation for Chief. This includes surveys, research on products and equipment.
• Develops and maintains current information on office procedures and practices. Responsible for developing procedures and maintaining current information on Bureau policies and programs.
• Implements and maintains data for response to Office inquiries regarding licensed and unlicensed companies regulated by this Bureau.
• Responsible for coordinating office moves, building maintenance, telephone systems installations, service and repair and changes.
• Maintains control of incoming correspondence and follows up on work in process to ensure timely reply or action and notification of completion.
• Completes and files appropriate itineraries and expense vouchers for the Chief and Financial Administrators.
• Assists with the distribution of memoranda, advisories, legislation, rules, or regulations to industry specific entities.
• Assist in all matters deemed necessary by the supervisor.
• Performs other related duties as required.

Acts as a backup to the Administrative Assistant III-SES for the following duties:

• Prepares Certificates of Compliance, Certificates of Deposits, and any other certification requests.
• This position handles confidential budgetary information and personnel actions and files.
• Responsible for refunds of company fees with regard to licensing.
• Maintains personnel records including performance evaluations and position description forms on all employees in the Bureau. This also includes the preparation of all forms used in performance evaluations, reclassifications, and request to advertise or appointment packages. Maintains a tracking system to ensure the timely submission of performance evaluations. Follows up with Bureau staff, as necessary.
• Monitors and provides current status on all Bureau vacancies to the Division Office for the weekly Vacancy Report.
• Performs secretarial duties for the Chief and Financial Administrators (when necessary).
• Responsible for the correspondence and company files for the Chief. Performs a variety of duties of a detailed and technical nature that requires knowledge of each entity regulated by this Bureau.
• Maintains the Central Tracking System for Action Memorandums and Consent Orders involving companies regulated by the Bureau.
• Schedules and maintains calendar appointments for the Chief.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

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 clicking here. All documentation is due by the close of the vacancy announcement.

Nearest Major Market: Tallahassee