ADMINISTRATIVE ASSISTANT II
The Florida Department of Children and Families (DCF) is the state of Florida’s social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking and public assistance. The agency’s mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.
Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders.
TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.
THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN THE TALLAHASSEE OFFICE.
This is a highly responsible and professional position that will serve as the Administrative Assistant II for SAMH. This position will collaborate with each section within the program office and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented.
Specific Duties and Responsibilities include:
- Receives incoming calls for the office of SAMH and, at own discretion, refers calls to appropriate staff. Addresses routine requests for information.
- Provides administrative/clerical support for the Office of Substance Abuse and Mental Health including the following: 1) Manages Manager's calendar, screening requests for meetings, and other appointments, 2) Answer routine requests for information on behalf of the Manager, 3) Receives and reviews incoming mail and distributes/routes to the appropriate staff; and 4) Greets callers and visitors to the office and responds to their requests in a professional manner.
- Assemble, coordinate, distribute, and track priority assignments, in accordance with the approved Program Office process.
- Oversee the SAMH Webmaster email in box which includes assigning and tracking assignments to ensure timely completion.
- Serves as backup to other administrative personnel ensure copiers, printers, and fax machines in the central office area are stocked at least once daily with paper, toner and assist the receptionist with phone coverage on an as-needed basis.
- Performs other related duties as required, including preparing and processing travel requests and reimbursements for staff, etc.
- Draft responses to routine assignments.
- Other related duties as requested
Knowledge, Skills and Abilities required for the position:
- Knowledge of administrative principles and practices.
- Knowledge of office procedures and practices.
- Knowledge of the methods of data collection.
- Knowledge of the principles and techniques of effective communication.
- Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
- Ability to prepare correspondence and administrative reports.
- Ability to understand and apply applicable rules, regulations, policies and procedures.
- Ability to utilize problem-solving techniques.
- Ability to work independently.
- Ability to plan, organize and coordinate work assignments.
- Ability to communicate effectively.
- Ability to establish and maintain effective working relationships with others.
- Two of experience in an administrative or support type role in a professional office setting.
- A bachelor's degree from an accredited college or university is preferred.
- A master's degree from an accredited college or university can substitute for one year of the required experience.
- Administrative or clerical experience can substitute on a year-for-year basis for the required college education.
Preference will be given to applicants who have:
- Experience preparing travel arrangements and reimbursements in a professional setting.
- Experience with purchasing through MyFloridaMarketPlace (MFMP) following State of Florida purchasing rules and guidelines.
- Experience in preparing State of Florida travel authorizations and reimbursements.
- Experience in the State of Florida WORKS program and using a state issued P-Card.
Benefits of Working for the State of Florida:
- Health insurance
- Life insurance; $25,000 policy is free plus option to purchase additional life insurance
- Dental, vision and supplemental insurance
- Retirement plan options, including employer contributions
- (For more information, please click www.myfrs.com);
- Nine paid holidays and one Personal Holiday each year;
- Flexible Spending Accounts;
- Opportunities for career advancement
- Tuition waiver for public college courses
For a more complete list of benefits, visit www.mybenefits.myflorida.com.
DCF EMPLOYMENT DISCLOSURES
US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.
SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS). Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: http://www.sss.gov.
RETIREE NOTICE 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 suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.
BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.
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.