STAFF ASSISTANT - 60003149

Requisition No: 864329 

Agency: Children and Families

Working Title: STAFF ASSISTANT - 60003149

 Pay Plan: Career Service

Position Number: 60003149 

Salary:  $1336.92 Bi-Weekly 

Posting Closing Date: 11/06/2025 

Total Compensation Estimator Tool

Position Duties & Responsibilites:

This is a secretarial position for a Program Administrator who is in charge of a Service Area ( a major organizational subdivision of the Central Region Operations) responsible for Service Delivery and coordination of many varied and complex Departmental programs. The employee in this position is responsible for organizing and performing a variety of complex duties in an attempt to relieve the Program Administrator of many day to day administrative duties. The duties and responsibilities of this position include, but are not limited to the following:

Services as a personal assistant to the Program Administrator which involves receiving complex work assignments with a minimum of instructions and organizing ones time and resources in order to accomplish assigned duties.

Assists Program Administrator in a wide variety of activities related to pending/suspense work involving frequent communication with administrative personnel and other region staff: for example, reads all mail, routes work assignments to unit supervisors as appropriate, maintains the smooth flow of Unusual Incident Reporting and follow-up reports, ensures monthly reports are submitted in a timely manner. Assists in preparation of budget material for Service Area. Gathers statistics as required for Program Administrator, professional personnel and administrative staff at the local level.

Exercises independent judgment and decision-making ability in determining work priorities and makes suggestions to administrator as to work assignment and work load distribution.

Takes and transcribes dictation for a large variety of memoranda, reports, etc., prepares them for signature of administrator and originates routine types of correspondence for administrator. Types contracts as required. Serves as recording secretary for Children and Families supervisors meeting. Acts as back-up secretary for all units in service area when necessary.

Coordinates and processes personnel actions within the Service Area such as: insurance sign-up and changes, terminations, changes in names, addresses, beneficiaries, etc.

Serves as administrators corresponding secretary with other Program Administrators, professional personnel and administrative staff at the local level.

Establishes and maintains files for the Children and Families program. Researches files and retrieves information and material when necessary. Maintains all Departmental Manuals which include, but are not limited to the following: Department Regulations, Department Letters, Personnel Rules and Regulations of the Career Service System, District Financial Services

Receives and routes all incoming mail and information. Answers routine inquiries relating to the Service Area and its operation and routines complex inquires to appropriate personnel.

Receives Florida Safe Families Network intakes through assignment and performs the preliminary workup for investigations when intakes are received. Researches records and documents to include, but not limited to: vital statistics, criminal history checks, address checks, CCIS checks, prior reports, person merge, etc. Summarizes all records located and inputs information in Florida Safe Families Network case/investigation record. Ends own assignment and reassigns case to primary investigator.

Prepares travel requests and travel expense vouchers for administrator. Edits travel vouchers for all supervisory staff assigned to this major organizational subdivision.

Receives visitors and telephone calls and routes to appropriate personnel or locations.

Maintains administrators calendar and makes appointments with and/or without consultation.

Other duties as needed.

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.