ADMINISTRATIVE ASSISTANT II - 43001312

About the role

The Administrative Assistant II reports directly to the Senior Management Analyst Supervisor and provides advanced administrative and personnel-related support for the Division. This position plays a critical role in ensuring the Division's Human Resource functions operate efficiently, accurately, and in compliance with agency policies and applicable regulations.

Responsibilities

• Responds to calls from the Division Job Line, answers applicant inquiries, and receives and organizes supplemental applications.
• Affords assistance with preparing and posting job advertisements and coordinating with the Bureau of Human Resources to ensure accuracy and timely posting.
• Reviews People First and supplemental applications by conducting first-level screening for non-sworn applicants to ensure minimum qualifications and required KSAs are met.
• Schedules in-person interviews, including oral and written assessments, coordinates panel members, reserves facilities, and ensures all materials are prepared.
• Provides written communication to candidates and panel members regarding interview schedules, expectations, and required documentation.
• Reviews interview panel documentation for accuracy, completeness, and compliance with established standards; identifies and corrects discrepancies.
• Evaluates and scores the interview panels documentation. Compiles candidate lists, organizes scoring results, and prepares ranked summaries with highest-scoring applicants listed first.
• Affords assistance with developing, updating, and maintaining interview questions, screening sheets, scoring tools, and other selection materials.
• Maintains and distributes the Division vacancy report and updates the HR Log to ensure data accuracy for reporting and audit purposes.
• Ensures all recruitment and selection records are organized, retained, and compliant with state and agency retention policies.
• Provides general administrative assistance to the Division HR Liaison and Senior Management Analyst Supervisor, including preparing correspondence, spreadsheets, reports, and presentation materials.
• Affords support to maintaining calendars, scheduling Division meetings, coordinating travel arrangements (if applicable), and ensuring necessary materials are prepared in advance.
• Supports timekeeping functions by responding to employee questions, directing staff to appropriate resources, and assisting with minor People First tasks as needed.
• Maintains office supplies, forms, and HR materials to ensure staff have the resources they need to complete personnel activities.
• Ensures compliance with laws, rules, policies, and regulations, makes independent decisions regarding workflow and required steps in the hiring process in accordance with DFS and DMS rules and guidelines.
• Affords assistance with interpreting laws, rules, policies and/or regulations, making independent decisions regarding workflow and required steps in the hiring process in accordance with DFS and DMS rules and guidelines.

Requirements

• A high school diploma or its' equivalent is required.
• Proficient in using Microsoft Office Products (Word, Excel, Outlook, etc.).
• A valid Driver’s License from the Florida Department of Safety and Motor Vehicles by time of employment.
• Two (2) or more years of experience in personnel/human resources or administrative work.
• Experience working in law enforcement agency, law firm, fire service industry, or government investigative agency.

Qualifications

• A degree from an accredited college or university.
• Special consideration may be given to eligible candidates who have bilingual verbal and written skills that meet a critical need of the agency’s mission.

Skills

• Knowledge of human resources practices, including recruitment, selection, personnel records maintenance, classification processes, and onboarding procedures.
• Knowledge of laws, rules, policies, and procedures governing HR functions, including DFS, DMS, and state regulatory requirements.
• Knowledge of methods of data collection, auditing, file management, and record retention.
• Knowledge of administrative procedures, office practices, and workflow coordination.
• Knowledge of Microsoft Office 365 products, including Word, Excel, and Outlook.
• Knowledge of People First and other HR-related systems used for hiring, timekeeping, and personnel actions.
• Knowledge of customer service principles and professional business communication.
• Skill in collecting, organizing, reviewing, and analyzing data related to recruitment, selection, and personnel activities.
• Skill in preparing clear and accurate correspondence, reports, spreadsheets, and documentation.
• Skill in coordinating interviews, meetings, schedules, and training sessions.
• Skill in conducting first-level application screenings and identifying qualification issues.
• Skill in maintaining accurate and compliant personnel files, logs, reports, and tracking systems.
• Skill in interpreting and applying rules, procedures, forms, and documentation requirements.
• Skill in using Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook) for drafting documents, tracking data, and preparing presentations.
• Skill in using People First for application review, basic timekeeping support, and personnel tasks.
• Skill in effective verbal and written communication with applicants, employees, supervisors, and external partners.
• Skill in delivering high-quality customer service.

Abilities

• Ability to work independently, make sound decisions, and prioritize tasks with minimal supervision.
• Ability to understand, interpret, and apply applicable rules, regulations, policies, and procedures governing HR and administrative activities.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Ability to organize and maintain accurate records, reports, and documentation.
• Ability to plan, coordinate, and manage multiple assignments in a fast-paced environment.
• Ability to identify workflow issues, recommend improvements, and support process efficiency.
• Ability to communicate clearly, professionally, and effectively in both written and verbal formats.
• Ability to establish and maintain effective working relationships with employees, supervisors, applicants, and external agencies.
• Ability to provide courteous, knowledgeable customer service and resolve routine inquiries.
• Ability to remain flexible and adapt to changing priorities, deadlines, and operational needs.