Experience:
1-3 years of experience
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Employment Type:
Full time
Posted:
8/25/2017
Job Category:
Administration
ADMINISTRATIVE ASSISTANT II - 42001589 (FOR INTERNAL AGENCY EMPLOYEES ONLY)
State of Florida | Tallahassee, Florida
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Job Description

ADMINISTRATIVE ASSISTANT II

FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

DIVISION OF FOOD SAFETY
BUREAU OF ADMINISTRATION

***INTERNAL AGENCY OPPORTUNITY--
ONLY CURRENT EMPLOYEES OF THE FLORIDA DEPARTMENT OF
AGRICULTURE AND CONSUMER SERVICES WILL BE CONSIDERED. ***

CONTACT:

Ivonne De Feria-Molini
3125 Conner Blvd
Tallahassee, FL 32399-1650
(850) 245-5540

MINIMUM REQUIREMENTS:

A bachelor's degree from an accredited college or university and two (2) years of administrative experience; or

A master's degree from an accredited college or university can substitute for one (1) year of the required experience. 

Administrative or clerical experience can substitute on a year-for-year basis for the required college education. 

***Applicants must complete all fields in the Candidate Profile. Work history, hours
worked and education are required to qualify for this position. Responses to
Qualifying Questions must be verifiable in the Candidate Profile. Resumes and
other documentation can be attached to provide additional information. ***

The Florida Department of Agriculture and Consumer Services values
and supports employment of individuals with disabilities. Qualified
individuals with disabilities are encouraged to apply.

JOB DUTIES:

The incumbent in this position performs highly responsible administrative support functions of a confidential nature for the Food Safety Compliance Section of the Division of Food Safety relating to administrative complaints, pleadings and orders issued by the division, including scheduled or special assignments with a minimum of supervision. Assists in the investigation, drafting and tracking of administrative complaints, pleadings and orders issued by the division, which may involve confidentiality. Responsible for creating, preparing and maintaining complete files on administrative complaints, pleadings, orders, legal opinions and/or cases and other miscellaneous legal information. Maintains case files, calendars and litigation timetables. Responsible for creating and maintaining databases for individual cases and related statistical information for support in legal preparations, document organization, production and analysis. 

Conducts collection efforts for debit memos (returned checks) applicable to the division in accordance with the Administrative Policies and Procedures. Ensures accuracy of debit memos, timely issuance of delinquent letters and requesting uncollected accounts to be submitted. Performs monthly reconciliation of receivables pertaining to debit memo accounts.

Reviews records and reports to identify situations that may require administrative action and recommends solutions and/or courses of action based upon the division's Fine Matrix and applicable statutes and rules. Examines records, reports and case file worksheets to assure accuracy and completeness of information and conformity with procedures. Provides a variety of support services, including typing correspondence, pleadings and legal documents, i.e., petitions, orders, motions, notices, briefs, legislative bills, administrative rules and correspondence. Responsible for maintaining confidentiality of process, records and reports as required. Assists in the development, application and maintenance of program policies and procedures. 

Provides administration and support in statistical and data compilations by creating, processing and maintaining reports and queries utilizing Microsoft Access and Excel, Crystal reports and other office software. Assists in conducting daily administrative activities and/or directing special projects or activities. Performs special assignments, research and report preparation. Processes a variety of routine correspondence, investigates subject matter and prepares replies. Represents the division in contact with regulated entities. Represents the section supervisor in meetings and/or acts as subject matter expert when required. Coordinates field and office activities in support of the administrative complaint process. Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Knowledge of administrative principles and practices, office procedures, and principles and techniques of effective communication
  • Ability to collect, evaluate and analyze data, and prepare correspondence and administrative reports; proficient computer skills, including intermediate and higher levels of knowledge and experience using Microsoft Access.

SPECIAL NOTES:

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