PERSONNEL SPECIALIST - 43001312

Location

Tallahassee, FL | United States

Job description

Requisition No: 824607 

Agency: Financial Services

Working Title: PERSONNEL SPECIALIST - 43001312

 Pay Plan: Career Service

Position Number: 43001312 

Salary: $36,000.00 

Posting Closing Date: 03/22/2024 

Total Compensation Estimator 

****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY***** 

POSITION TITLE: ADMINISTRATIVE ASSISTANT II

WORKING TITLE: PERSONNEL SPECIALIST

DIVISION: INVESTIGATIVE AND FORENSIC SERVICES

BUREAU: OPERATIONAL SUPPORT SERVICES

CITY: TALLAHASSEE

COUNTY: LEON

CONTACT PERSON: EMPLOYMENT SECTION
200 EAST GAINES STREET 
TALLAHASSEE, FL 32399-0324 
PHONE NUMBER: JOB LINE # 1 (850) 413-4063 

 

The Division of Investigative and Forensic Services encompasses all law enforcement and forensic components residing within the Department of Financial Services. With this broad responsibility, the division investigates a wide range of fraudulent and criminal acts including:

• Insurance Fraud Investigations
• Workers' Compensation Fraud Investigations
• Fire, Arson, and Explosives Investigations
• Theft/Misuse of State Funds
• Fire and Explosives Sample Analysis

Mission Statement

Serving and safeguarding the public and businesses operating in the State of Florida against acts of fraud, arson, and the misuse of state funds.

Available links to the Agency and Division:

SPECIAL NOTES :

TO APPLY FOR THIS POSITION, SUBMIT A STATE OF FLORIDA EMPLOYMENT APPLICATION ONLINE IN PEOPLE FIRST  AND EMAIL IN A SUPPLEMENTAL APPLICATION TO THE EMAIL ADDRESS BELOW. THE SUPPLEMENTAL APPLICATION CAN BE FOUND AT:

Email Address: [email protected]

This supplemental application  MUST   be received no later than  five (5)business days after the closing date of this advertisement in order to be considered for this position.

High school diploma or equivalent is   required.

Bachelor's degree or higher from an accredited college or university is  preferred.

Additional requirement:

• Microsoft Office Suite, to include Word, Excel, and Outlook, and the ability and skills to effectively use this software.

Additional preferences:

• Two (2) or more years in professional administrative work experience.
• Experience in personnel/human resources.

Special consideration may be given to eligible candidates who have bilingual verbal & written skills that meet a critical need of the agency’s mission.

All successful candidates will be contacted for an interview by email that is provided on your state application.

This position requires a security background check which includes a financial credit report, fingerprinting, and a drug screen.

WHAT IS THE SELECTION PROCESS?

Selection is a  three-to-six-month process that consists of the following:

• Completed State of Florida Employment Application
• Completed Department of Financial Services, Division of Investigative and Forensic Services Supplemental Application
• Interview
• Fingerprinting
• Background Investigation
• Financial credit report

Our Salary & Benefits:

The salary for this position is $36,000.00 annually.

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

Benefits include:

• Paid holidays, vacation and one personal holiday.
• Ability to earn up to 104 hours of paid annual leave as a new employee.
• Ability to earn up to 104 hours of paid sick leave annually.
• Pension and investment retirement plan options ()
• Flexible Spending Accounts, Health Savings Accounts
• Tax deferred medical and childcare reimbursement accounts
• (must be accepted by a Florida colleges/universities)
• Public Service Student Forgiveness Program (PSLF) - (Eligibility required)  
• Career training opportunities
• $25,000.00 in automatic life insurance coverage
• Affordable health insurance options starting as low as $30.00 per month.
• Multiple supplemental insurance options including dental, vision, disability and more.

For a more complete list of benefits, visit 

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 REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of administrative principles and practices
• Knowledge of office procedures and practices
• Knowledge of the methods of data collection
• Knowledge of principles and techniques of effective verbal and written communication
• Knowledge of Microsoft Office Suite, to include Word, Excel, and Outlook, and the ability and skills to effectively use this software.
• Knowledge of communicating effectively with others in writing as indicated by the needs of the audience.
• Knowledge of writing sentences and paragraphs in work related documents
• Knowledge of how to identify information and essential information.
• Knowledge of policies and practices involved in personnel/human resource functions.
• Ability to research, collect, evaluate, and analyze data to present in written report format.
• Ability to communicate effectively verbally and in writing.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to establish and maintain effective working relationships with others.
• Ability to work independently.
• Ability to utilize problem solving techniques.
• Ability to talk to other to effectively convey information.
• Ability to identify the nature of problems.
• Ability to listen to what other people are saying and ask questions appropriately.
• Ability to adjust to actions in relation to others' actions.

BRIEF DESCRIPTION OF DUTIES:

If applicable, (Incumbent of position is a member of DFS’ Disaster Response Team and, in that capacity, may be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts.)

The Administrative Assistant II reports directly to the Operational Support Services Section, Office of Administration, Senior Management Analyst Supervisor. This is a high-level administrative support position which requires the ability to work independently to ensure the all the functions of the Division's Human Resource are performing efficiently and effectively performed with minimum supervision, performing Division level responsibilities to all Division employees. This position is responsible for providing technical assistance to the needs of the section and assist ensure the section is performing efficiently and effectively by performing variety of personnel program functions. This position requires the ability to independently complete a variety of complex and technical duties with minimal supervision. The Administrative Assistant II position primary role serving as a backup to the Division Human Resource Liaison.

Planning (Plans, coordinates and/or presents statewide and regional conferences, meetings, and workshops.)

• Schedules potential candidates for interviews (oral and written) either in person or via web for both sworn and civilian positions to include coordinating interview panels and facilities.
• Provide written correspondence to candidates.

Continuity of Operations Plan (COOP)

• Updates Emergency contacts/Phone Tree
• Updates new Employee information into LEFTA systems (SHIELD Suite)

Uniform Allowance

• Verify all law enforcement clothing allowance using ATMS, ORG Chart and People First and HR's spreadsheet.

Secondary Employment

• Review secondary employment to ensure forms are accurately filled out before sending the request to the Director or designee for approval.
• Notify the employee and supervisor once request is approved or denied.
• Maintain secondary employment requests.
• Process Payment - research amounts due and reconciles payments.

Verify Certifications

• Verify all Law Enforcement Investigator certifications in ATMS during the application process.

Recruitment (Gathers and organizes information on problems or procedures. Analyzes data gathered and develops solutions or alternative methods of proceeding.)

• Serves as first line of contact with external applicants.
• Answers calls from Division Job Line, responds to email inquiries, and receives supplemental applications.
• Assists with job posts and advertisement processes.
• Assist with People First Applications and Supplemental Applications by printing and by doing first level screening - reviewing and analyzing the applications to make sure the applicants meet the job qualifications, including the job specified KSAs in the announcement.
• Identifies and implements efficient and effective recruiting methods and strategies based on the available role, industry standards and the needs of the organization.
• Attends and participates in job fairs and recruitment activities across the state, as necessary.

Analytical

• Assist in the Analysis and evaluation of new and existing positions for classification; designs and drafts classification specifications or alters existing position descriptions. Explains the classification process and recommendations to supervisors and managers the recommendations for improvement of the classification system. Conducts job analysis for the position description analyzing based on research.
• Assist in the analysis and makes recommendations appropriate internal and external comparators for new and existing position salaries (Trends)
• Assist in the design and develop of interview, screening sheets, and questions.

Selection (Reviews documents and/or contacts appropriate parties to ensure compliance with applicable statutory and regulatory requirements and court orders.)

• Reviews documentation from interview panel for accuracy and identifies any areas of concern.
• Compiles a list of qualified candidates.

  Policy and Procedures and Training Resources (Interprets laws, rules, policies and/or regulations.)

• Ensure all employee records are current and in compliance with regulations.
• Makes independent decisions regarding processing all parts of the hiring process according to the rules and guidelines set forth by DFS– Human Resources and Department of Management Services.
• Ensuring compliance with federal, state, and local employment laws and regulations, and company policies.
• Identifies areas of potential improvement involving the Division’s hiring process.
• Assist in preparing, developing, and presenting the necessary training tools for employees New Employee Orientations.

Performs other duties as assigned.

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. 

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