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Date: Feb 22, 2021

Location: GAINESVILLE, FL, US, 32641

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 318481 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60005103

Position Number: 60005103 

Salary:  $19,902.48-$63,925.75 

Posting Closing Date: 03/08/2021 

Independently coordinates clinical coverage for absences, leave periods and travel, and supports Department Heads (Psychology, Dental, Pharmacy, Medical Services and Dietary) reporting to office of the Medical Executive Director. Assists department heads with disciplinary/corrective actions, grievances and EAP referrals per policy and procedures.

Serves as Human Resources Liaison.- Applies HR rules and regulations, updates vacancy reports, posts positions to People First, reviews hiring packets, sets up interviews, completes reference checks, schedules background screenings, submits request for salary exceptions via Footprints, establishes hiring dates, forwards packet to Human Resources Shared Services and assists with completing Separation Packets, including collecting keys and badges.

Maintains Kronos timekeeping for Medical and Psychology Departments. Identifies missed punches, coding errors, corrects errors and notifies supervisor. Reconciles time cards. Submits forms to extend special leave. Submits formal discipline to Staff Relations in HR Shared Services

Responsible for all travel arrangements, authorizations and reimbursements for the Director and other staff as needed, and manages reimbursement forms.

Prepares internal and external correspondence- including copying, faxing, scanning and email on behalf of the MED. Responds to requests for information from external entities via legal counsel.

Responsible for all Director's office purchasing, requisitions, quotes and FLAIR approvals. Orders office supplies and materials through the Warehouse and MyFloridaMarketPlace and maintains appropriate inventory for direct reports.

Manages Calendar for routine and special events, scheduling room set-up (equipment, video set-up), develops agenda, records minutes and posts approved minutes. Provides meeting notifications to participants.

Psychology - Makes admission charts, does filing and archiving.

Tracks and Schedules required training for licensed clinical staff

Maintains staff credential files including organizing copies of state licenses, DEA certificates, CE Broker transcripts, CPR cards for Basic Life Support and Criminal Background Checks.

Coordinates office moves and related phone changes for the licensed clinical staff.

Serves as Coordinator for UF Psychiatry Training Program. Schedules applicant for background screening and PPD testing prior to arrival. Submits required attendance sheets.

Performs other duties as assigned.


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.  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. 

Nearest Major Market: Gainesville