ADMINISTRATIVE ASSISTANT I - 60007191

Requisition No: 840305 

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60007191

 Pay Plan: Career Service

Position Number: 60007191 

Salary:  45,000.00 

Posting Closing Date: 11/15/2024 

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                      Job Title: Administrative Assistant I - 60007191

Southeast Region (Palm Beach, Broward, Treasure Coast Counties)

This position is for an administrative assistant for the substance use disorder licensing team.  Perform administrative and clerical functions such as preparing correspondence, tracking assignments, receiving visitors, arranging conference calls, making travel arrangements, processing incoming and outgoing mail timely, scheduling meetings, recording and preparing final written minutes, maintaining calendar, answering incoming telephone calls to route as necessary, record staff leave requests and meetings.

Track and process provider invoices to ensure the payment and mailing requirements are met.

Track provider applications, response times, and corrective action plans.

Conduct research, prepare reports, handle information requests. Produce documents for public records requests.

Order office supplies and maintain appropriate inventory.

Process requisitions for conference registration, service awards and assure timely submission of invoices and receiving reports through MFMP system.

Provide technical assistance for providers and staff with various software applications.

Coordinate hiring activities for vacancies throughout the team.  

Other duties as assigned by the Chief of Licensing.

Knowledge, skills, and abilities, including utilization of equipment, required for the position: Knowledge of methods of data collection and analysis. Ability to operate a computer and proficiency utilizing Microsoft Word, Power Point, and Excel software programs. Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of management practices. Ability to organize data into logical format for presentation in reports, documents, and other written materials. Ability to conduct fact-finding research. Ability to utilize problem-solving techniques. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively, both oral and written. Supply management and inventory control. Ability to establish and maintain effective working relationships with others.

in community meetings, on work groups and forums related to licensing, substance abuse, and mental health issues.

Perform other duties and responsibilities as assigned by the Chief of Licensing.

MINIMUM QUALIFICATIONS

• A High School Diploma
• 3-5 years of administrative office experience

Knowledge Skills and Abilities

Ability to plan, organize and coordinate work assignments.

Ability to actively listen to others.

Ability to communicate effectively both orally and in writing.

Ability to maintain well-executed case files.

Ability to establish and maintain effective working relationships with providers, individuals served, co-workers and community partners.

Ability to use computer systems and software including Microsoft Excel, Word, Power Point

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.