ADMINISTRATIVE ASSISTANT II - SES - 60009491

Requisition No: 849393 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 60009491

 Pay Plan: SES

Position Number: 60009491 

Salary:  $1,128.63 - $1,923.08 

Posting Closing Date: 03/30/2025 

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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.

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 TALLAHASSEE OFFICE.

This is a highly responsible and professional position that will serve as the Administrative Assistant II – SES for the Deputy Assistant Secretary. This is a professional position performing highly responsible technical, consultative, and administrative work.  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. 

Duties include, but may not be limited to: 

• Serves as administrative assistant to the Deputy Assistant Secretary.

• Provide complex and proactive calendar management and time planning support to the Deputy Assistant Secretary.

• Coordinate extensive travel and manage the authorization and reimbursement process.

• Assist in orchestrating and supporting events, meetings, workshops, and conferences.

• Prepares correspondence, memoranda, presentations, announcements, and other documents for and on behalf of Leadership.

• Provides assistance and backup support to the Personal Secretary when needed or directed. This may include, but is not limited to, assisting with procurement, personnel, planning meetings and events, setting up rooms for meetings, etc.

• Provides executive support to the Assistant Secretary in the absence of the Personal Secretary.

• Represents an administrative supervisor in contacts with public officials, other governmental agencies and the public; carries out assignments given by agency head; and acts for the director during absences.

• Makes independent decisions on significant matters requiring comprehensive knowledge of SAMH programs and activities.  Coordinates and maintains effective office procedures and efficient workflows in the Program Office in order to help improve management capabilities and operational procedures.  

• Operates and maintains office equipment including calculator, copier, and personal computer.

• Receives and screens all incoming calls and visitors and routes, as necessary, to the appropriate staff person; documents all visits and takes messages.

• Assemble, coordinate, distribute, and track priority assignments, in accordance with the approved Program Office process. 

• The incumbent prepares delegation memos, scheduling meetings, etc. in a timely manner and in accordance with Department policy or supervisor instructions.

• Make travel arrangements, hotel accommodations, etc.  Prepares a processes travel reimbursement vouchers.

• Coordinating MyFlorida Market Place purchases and approvals for the program office in collaboration with other administrative personnel in the program office.

• Performs related work as required.

Knowledge, skills and abilities:

• 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.

• Ability to collect and analyze data relating to accounting, budget, personnel and human resource management, or purchasing.

• Ability to handle confidential information.

• Ability to be proactive, work independently and meet deadlines.

• Ability to act on emerging issues or shifting priorities.

• Ability to exercise independent judgement and decision making.

• Ability to prepare correspondence and reports.

• Ability to plan, organize and coordinate multiple work assignments at the same time.

Minimum Qualifications:

• A high school diploma or equivalent and four years’ experience providing highly responsible administrative support to a deputy director, director, or higher position.

• Three years of experience scheduling meetings, coordinating events and travel, preparing highly complex correspondence, reports, and other documents, and knowledge and experience reviewing or preparing personnel actions or related documents.

Preference will be given to applicants who have:

• Experience providing support to a Deputy Assistant Secretary, Assistant Secretary, or equivalent executive positions, as well as experience coordinating or managing projects.

• Experience preparing travel arrangements and reimbursements in a professional setting.

• Experience with purchasing through MyFloridaMarketPlace (MFMP) following State of Florida purchasing rules and guidelines.

• Experience in the State of Florida WORKS program and using a state issued P-Card.

Salary commensurate with experience.

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.

#SAMH

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.