STAFF Assistant (HR Liaison) - 48007204 (blind Services)

Staff Assistant (HR Liaison) - 48007204

This position serves as the Human Resource (HR) Liaison for the DBS District 5 Office, located in Daytona Beach, Florida. This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management, assisting with constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. As an HR Liaison, the incumbent in this position prepares personnel recommendation packets, routes personnel packets, assists with hiring and recruitment activities and works closely with State Office Human Resource staff. This position is responsible for handling travel authorizations, reimbursements, p-card transactions, securing travel accommodations and preparing travel itineraries. The position is also responsible for fleet management; this includes oversight of the state vehicle(s). Vehicle duties include maintenance, fueling, ensuring cleanliness, preparing mileage reports, etc.

The Florida Department of Education (FDOE) has an open position that is responsible for executing the following functions:

• Works with management and state office personnel, and performs various duties to assist the District Administrator and Assistant District Administrator as needed.
• Prepares and maintains records and reports, such as recommendations for solutions to administrative problems, reports, financial reports, applications, and administrative orders.
• Files, maintains, arranges for storage, retrieves, or reproduces documents, records, and reports.
• Assists with data entry, and works with various databases and programs relevant to the Division of Blind Services.
• Assists with the planning of meetings and/or conferences.
• Reads and responds to correspondence.
• Assists with Human Resource duties.
• Prepares travel authorizations, reimbursements, secures accommodations, prepares travel arrangements, etc.
• Serves as the District Office fleet point of contact. This includes preparing fleet/vehicle reports, providing maintenance to the vehicle, cleaning the vehicle, fueling the vehicle, etc.
• Stays abreast of administrative rules and policies to interpret established policy and apply appropriately to office functionality.
• Provides assistance as needed to staff, consumers and the general public while providing optimum customer service.
• Independently prepares correspondence, prepares and/or audits travel claims, maintains all administrative records, and other documents as directed.
• Processes personnel forms in accordance with State, FDOE and Division rules and policies including recommendations, employee benefits, employee attendance and leave, disciplinary actions and separations.
• Processes Administrative Purchase Orders and MITs in accordance with State, FDOE and Division purchasing guidelines.
• Ensures necessary office supplies are ordered timely and maintained to ensure staff have the items necessary to complete their assigned responsibilities.
• Enters data into the AWARE system which includes the processing of authorizations and invoices for client services.
• Serves as the office inventory custodian and delegate and performs the required annual property inventory.
• Maintains office automation equipment as needed and assists staff with IT issues as needed.
• Records and tracks data of State Vehicle(s) usage by state employees. Reports vehicle data weekly and monthly, and schedule regular vehicle maintenance and repairs.
• Updates and maintains the Division's COOP Plan for the District Office.

Knowledge, skills and abilities include:

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods of data collection.
• Knowledge of basic arithmetic.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

The ideal incumbent must be productive under tight timeframes, balance multiple and competing priorities, and maintain goal-directed behavior and performance sometimes under stressful conditions. The incumbent must interact courteously with others. The performance and behavior of all employees must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. Attendance is an essential function.

Other miscellaneous duties include:

• Performs other duties as requested.
• Some travel is required.

Minimum qualifications include:

• A high school diploma or its equivalent.
• One to three years of secretarial or clerical work experience.

Preferred qualifications include:

• An associate's degree from an accredited college or university.
• A bachelor's or master's degree from an accredited college or university.
• Vocational/technical training in the area of secretarial science or office/business studies.
• One (1) to three (3) years of secretarial or clerical work experience.
• Basic knowledge of human resources to include recruitment, retention, selection, preparing forms, and/or routing paperwork and forms.