ADMINISTRATIVE ASSISTANT I - 60022911

Requisition No: 836756 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60022911

 Pay Plan: Career Service

Position Number: 60022911 

Salary:  $37,500-$41,000 

Posting Closing Date: 11/04/2024 

Total Compensation Estimator Tool

The Florida Department of Children and Families (DCF or Department) 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 miami OFFICE.

This is a highly responsible and professional position that will serve as the Southern Regional Collaborative Coordinator. 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. 

Administrative Assistant I

This is a highly independent position that functions as the assistant to the SNR Region SAMH Director by performing a variety of secretarial, administrative, and office management responsibilities.  The incumbent must demonstrate professionalism through work habits toward leadership, teammates and customers

Manages the SAMH Director's electronic calendar and screen request for meetings, conferences and events; and other engagements.  Ensure the Director's meeting folder contain all pertinent information, including background material as needed.  Arranges and schedule meetings and conferences; coordinate with the appropriate headquarter program offices, regional and circuit staff, state agencies; and public and private community partners and groups.  Provides participant with topic for discussion, and background material that includes date, time, and place.

Provides administrative support to staff under the supervision of the SAMH Director as directed.  Works independently and collaboratively with staff in SNR offices to ensure efficiency in office operations.  Makes travel arrangements, hotel accommodations; and prepare and submit reimbursement vouchers upon staff return.

Prepares purchase requisitions to include suppporting documentation, if required; and process the receiving report within 3-days of verifying items are satisifactory.

Complies with the mandatory requirements in Section 215.422, F.S., and Chapter 3A-20 of the Florida Administrative Code (timely processing of invoices).

As the Human Resouces Liaison for the SNR, ensure People First Security Role codes are valid and activated to create job annoucement requsitions through PeopleFirst system as instructed; and assist the management team in performance expectation reviews.  Ensure employement packets are completed before submission to Human Resources department for processing.  Transmit messages and information of importance to all staff on personnel matters, program directives and special events that promotes the department's mission statement.

Prepares correspondence as required for the SAMH Director, contract manager and licensure specialist for review and signature.

Tracks office assignments to assure timely completion, and inquiries on policy and procedures are referred to appropriate knowledgeable staff for immediate handling or action.

Assist staff at schedule meetings, trainings and special events by arranging logistics, preparing minutes, answering participants inquiries, and gathering and transporting materials.

Develops and maintains filing and data based systems to support the contract management, substance abuse licensure, and personnel for monitoring purposes in a manner consistent with rules of confidentiality.

Receives and reviews daily incoming mail and use own discretion to assign to appropriate staff to handle or follow-up on the behalf of the SAMH Director.

Receives and screens incoming calls and use own discretion to refer calls not requiring SAMH Director's attention to the appropriate knowledgeable office staff for handling or action; or refer caller to appropriate program office for resolution.

Performs other duties as assigned.

This position will serve as the official Single Point of Contact, which is designated to coordinate the provision of auxiliary aids and services to the deaf or hard of hearing.  The position will be responsible for the following:

1.  Collect data on the effectiveness and appropriateness of the auxiliary aid or service provided and the performance of the interpreter provided on the Customer Feedback Form.

2.  Keep records of the appropriate auxiliary aides and services on the Auxiliary Aide/Services Record as each service is provided.

3.  Complete Self-Assessment Tool to evaluate DCF’s operational performance in providing appropriate auxiliary aids and services to deaf or hard of hearing persons and to identify methods to improve the provision of such auxiliary aids and services.

4.  Assist designated DCF Personnel with any concerns, grievances or complaints raised by deaf or hard of hearing Customers or Companions regarding effective communication as soon as reasonably possible, with a goal of resolving all matters raised while the Customer and/or Companion is in a DCF Direct Service Facility.

5.  Communicate with ADA/Section 504 Coordinators concerning services to deaf or hard-of- hearing Customers or Companions and summaries of these meetings shall be provided to the Independent Consultant; Manage service records and report the data and any resource and/or training needs to the designated ADA/Section 504 Coordinator (Civil Rights Officer).

Word processing/computer skills, ability to take and transcribe minutes, knowledge of Department services, expert grammatical skills, skills in customer relations, general knowledge of office equipment, ability to follow directions and maintain confidentiality.  Ability to use excel spreadsheets for tracking information as well as generate reports. Ability to use powerpoint to develop presentations.

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.