EXECUTIVE ASSISTANT II (PENDING RECLASSIFICATION) - 43001036

$60,000 - $60,000/Yr

State of Florida - Tallahassee, FL

Full-time - Entry Level

Tallahassee, FL

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant II position within the Department of Financial Services is a critical administrative role that supports the Alternative Dispute Resolution (ADR) program. This position is responsible for ensuring that the accounting functions related to the ADR program meet compliance with Florida Statutes and Administrative Rules. The Executive Assistant will manage vendor contracts and oversee accounting activities associated with the ADR program's fees, ensuring timely payments and maintaining accounting controls. This role requires a strong understanding of data collection and analysis methods, as well as basic management principles and practices. In addition to managing financial transactions, the Executive Assistant will coordinate refunds, validate vendor payments, and facilitate the overdue invoice process. This includes communication with insurance companies to ensure compliance with statutory requirements. The position also involves auditing documents, preparing policies and procedures, and conducting analyses to resolve financial discrepancies. The Executive Assistant will assist in coordinating vendor contracts for helpline staff augmentation services, particularly in the aftermath of catastrophic events. The role requires the ability to perform special projects as assigned by the Director of Consumer Services, emphasizing research and the development of applications that support the Division's initiatives. The incumbent will also be a member of the DFS disaster response team, which may require travel and extended hours during disaster relief efforts. This position is an internal opportunity for current employees of the Department of Financial Services, and it requires a high school diploma or equivalent, along with specific experience with DFS platforms used in the ADR program.

Responsibilities

• Ensure accounting functions for the Alternative Dispute Resolution Program meet expectations and compliance with Florida Statutes.
• Manage the Division's vendor contracts related to the ADR program.
• Administer accounting activities related to ADR program fees and ensure timely payment of administrative fees.
• Maintain accounting controls by collecting and analyzing information to reconcile financial discrepancies.
• Coordinate refunds, debit memos, and validate vendor payments to invoices within the CODA platform.
• Facilitate the overdue invoice process, including communication with insurance companies and monitoring payment compliance.
• Audit documents to substantiate financial transactions and controls, and prepare policies and procedures.
• Conduct analyses and provide reports and recommendations on resolutions of problems related to program fees.
• Assist in coordinating vendor contracts for helpline staff augmentation services after catastrophic storms.
• Perform special projects or duties as assigned by the Director of Consumer Services.

Requirements

• High School Diploma or equivalent required.
• Experience with DFS platforms used within the Alternative Dispute Resolution program, such as Service Point, CODA, and eAppoint.
• Knowledge of methods of data collection and analysis.
• Knowledge of basic management principles and practices.
• Ability to determine work priorities and ensure proper completion of work assignments.
• Effective oral and written communication skills.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to collect, evaluate, and analyze data to develop recommendations and solve problems.
• Ability to organize data into logical formats for reports and documents.
• Ability to conduct fact-finding research and make decisions independently.
• Proficiency in creating, managing, and analyzing Excel spreadsheets.