ADMINISTRATIVE ASSISTANT I - 60023993

Requisition No: 840081 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60023993

 Pay Plan: Career Service

Position Number: 60023993 

Salary:  $45,000 

Posting Closing Date: 11/07/2024 

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THIS IS AN OPEN COMPETITIVE OPPURTUNITY

 THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN THE OFFICE. 

Department of Children and Families

Office of Community Services

This is a full-time position working 40 hours per week.

Regular business hours of operation are 8:00 AM to 5:00 PM EST, Monday - Friday.

This position performs a variety of complex office administrative support functions requiring independent judgment, research, collection of information/data, preparation, and maintenance of reports, and maintains the confidentiality of sensitive information.  Initiates special projects and provides guidance to the administration to ensure deadlines are met and or targets are achieved.  

• Administrative - Schedules and coordinates meetings for multiple Directors. Prepares correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination. Prepares, and submits travel requests and reimbursements. Prepares and submits required security forms to obtain systems access for staff within the administration as directed.
• Building Functions - Assists in coordinating with General Services, Information Technology, and or vendors as outlined in the Children and Families Operating Procedure (CFPO) 70-14.  Tracks and manages equipment contracts, completes change orders, and maintains meter readings, and maintains inventory of equipment and supplies.  Prepares and processes purchase requisitions and invoices through Florida Accounting Information Resource (FLAIR) and Ariba On Demand (AOD).   Assists with the safety coordination and emergency operations planning according to the Emergency Operations Plan.
• Personnel - Prepares and processes human resource actions as directed by the Directors in accordance with the State Personnel Rules and Department policies and operating procedures. Provides documents and other related material as it pertains to all human resource actions. Assists with the hiring process by advertising position vacancies and assembling the hiring packets. Assists with and tracks the scheduled performance evaluations within the Administration Unit and serves as a human resource liaison. Maintains employee working files for the Administration Unit.
• Reports - Develops and maintains tracking systems to ensure completion of assignments.  Compiles information and prepares reports for the Director’s review.
• Customer Service - Handles customer complaints and Department referrals/trackers; routes and or assigns to appropriate area for proper assistance, tracks, and follows up to ensure resolution.  Keeps management fully informed of activities, pertinent issues, upcoming events, and potential problems.
• Participates in required training, meetings and conferences, and other duties as assigned.

Knowledge of administrative principles and practices; office procedures and practices; the methods of data collection; 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, prepare correspondence and administrative reports; understand and apply applicable rules, regulations, policies and procedures; utilize problem-solving techniques; work independently; plan, organize and coordinate work assignments; communicate effectively; establish and maintain effective working relationships with others.

Mission: The mission of the Department of Children and Families 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.

To learn more about DCF please visit https://www.myflfamilies.com/

For a more complete list of benefits, visit www.mybenefits.myflorida.com

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

• Include supervisor names and phone numbers for all periods of employment.

• Account for and explain any 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 entering work history.

The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures.

EMPLOYMENT DISCLOSURES

1. US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.

2. 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.

3. 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

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.