Date: Jan 27, 2022
Location: TAMPA, FL, US, 33612
ADMINISTRATIVE ASSISTANT I – 60020579 – ESS Program Call Center
Department of Children and Families
Tampa, Florida
Open Competitive
This posting will be used to fill a Career Service position vacancy.
Current employees will be compensated in accordance with the DCF salary policy.
The call center serves the public from 7:00 AM – 6:00 PM EST, Monday – Friday.
Peak hours of operation are 8:00 AM to 5:00 PM, Monday – Friday.
How you will make an impact:
We are looking for people who are organized, who possess excellent computer and typing skills, are willing to learn department policies and can engage with internal and external contacts, employees and the customers/citizens of Florida. Applicants should be comfortable working in a fast-paced environment.
Qualifications:
- Required 2+ years of secretarial or clerical work experience in an office environment.
- College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
- Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.
- A high school diploma or its equivalent can substitute for one year of the required work experience.
- Intermediate Microsoft Office Suite experience (PowerPoint, Excel, Word, Outlook)
JOB DUTIES AND RESPONSIBILITIES
The incumbent in this position assists management in the coordination of administrative tasks and/or assignments which are complex in nature and very broad in objective with integration of diverse functions for the Economic Self-Sufficiency Program Call Centers. Work involves the performance of administrative activities which involve independently planning administrative objectives and priorities. In carrying out these duties and responsibilities, the incumbent exercises discretion, considerable independent judgment and initiative. Assists peers, Call Center Managers, and Director when needed or requested.
Tasks may include:
- Reviews, assigns, prepare and tracks correspondence assignments. Maintains control records of incoming correspondence and documents. Provides guidance and assistance to staff in the completion of administrative assignments and establishes due dates to ensure office deadlines are met.
- Maintains calendars for Call Center administrative offices. Makes arrangements for meetings and conferences, coordinating with various districts, other DCF offices, other agencies, public and private groups, etc.
- Assists with purchasing and/or leasing materials, supplies, and equipment. Tracks invoices and completes payment processing in a timely manner, to ensure that providers are paid timely. Keep supplies organized and neat. Acts as approver/reconciler for Pcard charges and provides the appropriate paperwork for payments, on time and in a manner consistent with Department rules, policies and procedures.
- Supports administration with travel arrangements and reconciliation of expenditures for travel. This could include making reservations, tracking and processing of travel expenditures, records retention of required documents and approvals.
- Responsible for coordination and records retention of all personnel actions; such as paperwork to hire new employees, separation of employees, maintaining tables of organization, and all necessary documents for personnel changes and actions. Responsible for maintaining employee personnel files with current information as changes are made.
- Prepare and maintain Call Center master staff lists. To be updated weekly with new hire personnel demographics and appropriate identifying information as required.
- Responsible for outbound telephone and/or email communication with Call Center survey and KUDO (compliment) respondents. Each response will be reviewed and, if needed, disbursed to the appropriate Call Center team for resolution.
- Responsible for attending all Human Resource meetings and training classes. Responsible for keeping working knowledge of all DCF HR policy or procedure changes and making staff aware of any changes that may occur.
- perform other related duties as required
KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge about ESS Programs in general, the functional responsibilities of the office, DCF rules, regulations and procedures that affect office management practice , as well as the specific responsibilities and authority of the Call Center Director.
- Knowledge of adminstrative and management principles and practices, office procedures and practices.
- Knowledge of the methods of data collection and analysis;
- Ability to determine work priorities, assign work, and ensure proper completion of work assignments;
- Ability to communicate effectively; Ability to manage confidential information;
- Ability to establish and maintain effective working relationships with others;
- Ability to understand and apply applicable rules, regulations, policies and procedures relation to management analysis activities;
- Ability to collect, evaluate, and analyze data to develop alternative recommendations, solve problems, document work flow and other activities relating to the improvement of management practices;
- Ability to organize data into logical format for presentation in reports, documents and other written materials;
- Ability to conduct fact-finding research;
- Ability to solve problems and make decisions;
- Ability to work independently.
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.
Additional Information/Requirements
- Incumbents may be expected to work during emergency situations or natural disasters.
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 including:
- No state income tax for residents of Florida;
- 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
- (For more information, please click www.myfrs.com);
- Flexible Spending Accounts;
- Tuition waivers;
- And more!
For a more complete list of benefits, visit www.mybenefits.myflorida.com.
Growth 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.
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 through open communication. High performing and committed, we are unified in our goal of excellence in achieving quality outcomes for those we serve.
To learn more please visit https://www.myflfamilies.com/.
- 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 suspended or voided, and you will be required to repay all benefits received depending upon the date of your retirement.
- The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures.
- We hire only U.S. citizens and lawfully authorized alien workers.
- Participation in the State of Florida Direct Deposit Program is required as a condition of employment per F.S. 110.113, and enrollment must be completed within the first 30 calendar days of your appointment.
SELECTIVE SERVICE: Male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS) before their 26th birthday or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: http://www.sss.gov.
BACKGROUND SCREENING REQUIREMENT: It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening 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.
BENEFIT RECOVERY SCREENING Candidates applying to positions in the Economic Self-Sufficiency Program may have a Benefit Recovery check completed to validate current or former public assistance case information and check for outstanding overpayments before completing the hiring process.
If you experience problems applying online, please call the People First Service Center at (877) 562-7287.
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.
