ADMINISTRATIVE ASSISTANT I - 60006638

The Administrative Assistant I is a professional position within the office of Substance Abuse and Mental Health (SAMH). The incumbent will provide advanced administrative, and technical assistance in coordinating a variety of complex functions within the program office daily. This position is responsible for handling the daily administrative and clerical functions of the office and supporting Regional SAMH offices in all administrative areas.  

Specific Duties and Responsibilities include: 

• Receives incoming calls for the office of SAMH and, at own discretion, refers calls to appropriate staff.   

• Program Office Coordination. 

• Manage calendars, screening requests for meetings, and other appointments. 

• Answer routine requests for information on behalf of the SAMH Program Office.  

• Receives and reviews incoming mail and distributes/routes it to the appropriate staff member.   

• Greet callers and visitors to the office and responds to their requests in a professional manner. 

• Manage the inventory of and coordinate the purchasing of supplies and distribute to staff, as appropriate.   

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

• Create and disseminate delegation memos. 

• Coordinate and assist with the archiving process. 

• Assist with faxing, copying, scanning, filing, purging, collating, arranging, compiling, transcribing, and typing documents.  

• Maintain and coordinate schedule of appointments, conferences, or meetings including space, time, and place; inform participants of topics to be discussed and provide them with background information. 

• Prepare and coordinate travel requests including reimbursements, P-Card reconciliations, and FLAIR. 

• Prepare, coordinate, and track assignments.  

• Develop, review, assemble, and edit correspondence and materials for meetings and trainings to ensure accuracy and completeness. 

• Maintain, restock, and assist with office equipment. 

• Coordinate the onboarding of new employees.  

• Coordinate surplus and office moves.  

• Serve as an alternate safety warden for the program office. 

• Serves as back up to respond to emails sent to the SAMH Webmaster email in box when assigned staff is out of the office. 

• Performs other duties and responsibilities as assigned by the SAMH program office.  

Emergency Response:

In response to emergency events, the incumbent may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the position description.  Deploy to communities affected by natural disasters within 24-48 hours of impact to represent the organization to promote and implement post-disaster services. 

• Assess the impact, needs and assist with the development of a response strategy and goals for the impacted community and implement disaster response plans. 

• Coordinate psychological and mental health resources and services for individuals, first responders, and communities impacted by disasters. 

• Provide critical information to the Regional Manager and Director of Regional Operations and Initiatives. 

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 communicate with the public in a tactful and courteous manner.  

• Ability to establish and maintain effective working relationships with others. 

• Ability to adjust to change and flexibility.  

 Minimum Qualifications: 

• High school diploma  

• 1 – 3 years providing administrative services and staff support.  

• 1 year of providing customer service in fast-paced environment.  

• Ability to travel.  

Preference will be given to applicants who have: 

• An associates degree. 

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. 

• And more! 

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.  

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.