ADMINISTRATIVE ASSISTANT I - 60009511

Requisition No: 830610 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60009511

 Pay Plan: Career Service

Position Number: 60009511 

Salary:  $32,760.00 - $55,297.55 Annually 

Posting Closing Date: 11/27/2024 

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.

Northeast Florida State Hospital (NEFSH) is a 613-bed, licensed mental health treatment facility that provides person-centered services to adults suffering from severe and persistent mental illness. The hospital, located in Macclenny, was established in 1959 and is the largest state operated civil treatment facility. 

NORTHEAST 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 that will serve as a Administrative Assistant I at the Northeast Florida State Hospital. This position will collaborate with each section within the state facilities 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:

• This position assists the Assistant Institution Superintendent and Operations Management Consultant II of Residential Operations at Northeast Florida State Hospital.  Maintains a working knowledge of the hospital's mission statement, vision, values, long term strategic objectives, annual business plan objectives, organizational structure and NEFSH operating procedures relevant to assigned duties and responsibilities.  Complies with NEFSH Operating Procedures and Administrative directives.  Treats customers, public and staff with courtesy, respect, dignity, and presents a positive image to ensure optimum customer satisfaction.  This is a highly visible and responsible position requiring independent judgment and the ability to:

1. Assist management in the coordination of a broad and complex range of activities and assignments associated with Residential Operations.
   • Provides high-level administrative support by preparing reports, handling information requests, assisting and coordinating a variety of professional staff persons, managers, external customers, vendors and hospital administrators.      
   • Independently performs special assignments and projects as assigned.  Develops and maintains databases.
   • Conducts research, gathers, compile and interprets data, determines results, prepares presentation documents, presents findings, and makes recommendations for resolution of problems. 
   • Prepares and updates Northeast Florida State Hospital Operating      Procedures under the span of Residential Operations.
2. Responsible for maintaining electronic, alphabetical, and numeric filing systems, including oversite of divisional hard drive.      
   • Responsible for preparing internal and external correspondence for AIS and/or Hospital Administrator signature. 
   • Prepares Morning Report, including unusual incidents that occurred in the units, 1:1 status, receiving facility admissions, scheduled admissions, scheduled discharges and individuals in outside facilities. 
   • Develops agenda, attends weekly Unit Director's Meetings and Bi-weekly  Unit Management Meetings, takes, transcribes and distributes minutes.
   • Responsible for reviewing all documents submitted for Operations and Management Consultant II signature to ensure compliance with policy and procedure as well as content for correct information and appropriateness of action. 
   • Daily pick up and distribution of mail. 
   • Assists department head in coordinating various work issues such as assignments, services or materials needed, and resolving internal      matters. 
   • Approves routine items in the absence of the Operations and Management Consultant II. 
   • Monitors the weather conditions and contacts hospital wide coverage and Security to cancel or reinstate grounds access. 
   • Assists with the Continuous Quality Improvement (CQI) projects by graphing data and assisting with visual displays in the format required by Project Managers.
3. Coordinates and directs office services by assigning, tracking and reviewing progress on special assignments to departments, and reports findings to Operations and Management Consultant II. 
   • Reviews completed assignments to ensure format, accuracy, content, and timeliness. 
   • Edits and/or returns assignments for corrections as necessary. 
   • Provides guidance, training and support to other clerical staff. 
   • Tracks and reviews proposed disciplinary measures to insure compliance with guidelines of NEFSH, DCF and Collective Bargaining Units policy and procedures. 
   • Ensures all supporting documentation is present.    
   • Provides assistance to units regarding proposed disciplinary measures and meets with Personnel Department regarding actions.
4. Prepares travel request and reimbursements.   
   • Maintains calendar for Operations and Management Consultant II, 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, presentation), refreshments, etc., for routine and special events.
   • Maintains updated position descriptions and performance expectations for Residential Operations. 
   • Prepares monthly supply requisitions. 
   • Assist with data collection for Divisional Summary of Performance.
   • Responsible for posting on S drive and Quality Board. 
5. Serves as back up for Medical Unit Specialist. Performs other related duties.

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 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.

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.