ADMINISTRATIVE ASSISTANT I - 60011054

Requisition No: 864699 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60011054

 Pay Plan: Career Service

Position Number: 60011054 

Salary:  $34,760.00 - $58,095.61 Annually 

Posting Closing Date: 11/16/2025 

Total Compensation Estimator Tool

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.

Florida State Hospital (FSH) is a mental health treatment facility owned and operated by the State of Florida and is part of the Department of Children and Families. The department’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.”

FLORIDA STATE HOSPITAL IS A TOBACCO FREE FACILITY.

TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

This is a highly responsible and professional position serving as the Administrative Assistant I within Program Operations. The ideal candidate will be a collaborative team player who works seamlessly across all sections within the program office. This role requires the use of independent judgment, a proactive approach to responsibilities, and exceptional attention to detail. If you are driven, organized, and thrive in a fast-paced environment, we encourage you to apply.

Specific Duties and Responsibilities include:

• Highly visible and responsible position requiring independent judgement, confidentiality and the ability to assist management in the coordination of a broad and complex range of activities and assignments. Provides high-level administrative support by conducting research, preparing reports, handling information requests, and assisting and coordination among a variety of professional staff persons, managers, external customers, vendors and headquarter staff as required.
• Independently coordinates and directs office services by assigning, tracking, and reviewing progress on special assignments to department heads reporting to the Assistant Institutional Superintendent for Forensic Services (AIS). Reviews completed assignments to ensure format, accuracy, content, and timeliness. Edits and/or returns assignments for corrections as necessary. Responsible for reviewing documents submitted for AIS signature from other departments to ensure compliance with policy and procedure as well as content for correct information and appropriateness for action.
• Serves as a Human Resources Liaison (HRL) which requires the ability to work independently, maintain confidentiality, understand, interpret and apply HR rules and regulations to ensure all actions taken are in accordance with state and federal guidelines. This entails maintaining and updating the divisional vacancy report; posting key positions to People First; submitting requests for salary exceptions via the Footprints application to HRSS; and reviewing completed hiring packets for accuracy and completeness (returning to Hiring Authority for corrections if necessary) prior to submitting the packet (via Footprints) to HRSS for processing. Coordinates engagements, travel itinerary, daily calendar and other commitments for the AIS.
• Directly responsible for preparing internal and external correspondence for the AIS and/or Hospital Administrator’s signature. Independently responds to requests for information and recommends solutions for problems. Assists department heads in coordinating various work issues such as assignments, services or materials needed, and resolving internal matters. Directs, trains and coordinates secretarial staff in carrying out assignments and conveys verbal/written messages and instructions to all levels of hospital staff and other state entities as directed.
• Develops and maintains databases and administrative files Assists in the preparation for legislative budget requests and budget amendments. Conducts research, gathers and compiles data, interprets data, determines results, prepares presentation documents.
• Accesses electronic and paper mail for AIS, handling or delegating assignments to other staff as appropriate. Manages calendar for AIS including routine and special events/meetings involving multiple professional and nonprofessional staff and external customers. Handles scheduling, setting up room with necessary equipment (video, sound, and presentation) refreshments, etc., for routine and special events. Develops agenda and prepares data analysis, graphic presentations and/or visual documents. Provides notification and relevant materials to participants. Participates in meetings, represents supervisor as required, and provides follow-ups as appropriate. Produces and distributes minutes of meetings.
• Performs other related duties as assigned.

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. 

Minimum Qualifications:

• A bachelor's degree from an accredited college or university is preferred and one year of administrative experience.
• A master's degree from an accredited college or university can substitute for the required experience.
• Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Candidate Profile (application) must be completed in its entirety:

• Include the supervisor names and phone numbers for all periods of employment.
• Account for and explain gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities, as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of responding to qualifying questions and entering work history.
• If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

Benefits of Working for the State of Florida:

• Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits.
• 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.