ADMINISTRATIVE ASSISTANT I - 60053142

Date: Dec 17, 2024

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Requisition No: 843311

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60053142

Pay Plan: Career Service

Position Number: 60053142

Salary: $33,760.00 - $56,956.48

Posting Closing Date: 12/30/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

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.

North Florida Evaluation and Treatment Center (NFETC) is a 216 bed, all male, forensic, mental health rehabilitation facility. The Center is located in northeast Gainesville, Florida on 639 picturesque acres with regular sightings of deer, turkey, and other wildlife. NFETC employs a variety of entry level to leadership positions including food service, maintenance, direct care, nurses, counselors, rehab therapists, medical doctors, security, psychiatrists, and psychologists.

NORTH FLORIDA EVALUATION AND TREATMENT FACILITY IS A TOBACCO FREE FACILITY.

TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

This is a highly responsible and professional position that will serve as Administrative Assistant I. T his position will collaborate with each section within the state facilities and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented.

Specific Duties and Responsibilities include:

• This is a highly visible and responsible position requiring independent judgement and the ability to assist management in the coordination of a broad and complex range of activities and assignments associated with the Office of the Hospital Administrator Assistant Institution Superintendent (AIS), and Chief Legal Counsel. It provides high-level administrative support by conducting research, preparing reports, handling information requests, and assisting and coordination among a variety of professional staff persons, managers, external customers, vendors and hospital administration.

• Assists supervisors in the completion of hiring packets, i.e., accessing People First to review and print qualified applications, setting up interviews, scheduling room, making copies for the committee, completing reference information, ensuring all required documents per the HR Shared Services (HRSS) appointment checklist are accurately completed then scanning and forwarding packet via the Numara system to HRSS. Assists Hiring Authorities in preparation of interviews by accessing People First, printing qualified applications and setting appointments for interviews. Assists supervisor in the completion of separation packets. Collecting keys, badge, etc. ensuring all required documents per the HR Shared Services (HRSS) separation checklist are accurately completed then scanning and forwarding packet via the Numara system to HRSS.

• Is responsible for the handling of all postal pieces coming in and out of the Center. Must be familiar with U.S. postal regulations and postal rates for outgoing mail. Manages outgoing resident mail according to Center policy. Distributes mail to all departments, both inter-office as well as U.S. Mail. Operates and maintains a Pitney Bowes mailing machine; downloads on a regular basis software updates, postage rates, and USPA information.

• Represent the Administration area in contacts with public officials, members of the medical profession, other agencies (both governmental and private) and the general public. Provides assistance and answers general inquires. Answers incoming phone calls providing assistance as requested, or forwarding message or call to appropriate individual.

• Is directly responsible for preparing internal and external correspondence for the HA, AIS and/or Chief Legal Counsel’s signature. Independently responds to requests for information and recommends solutions for problems.

• Coordinates and directs office services by assigning, tracking, and reviewing progress on special assignments to department heads reporting to HA, AIS or Chief Legal Counsel as needed. Reviews completed assignments to ensure format, accuracy, content, and timeliness. Edits and/or returns assignments for corrections as necessary. Interprets and analyzes administrative and operating policies.

• Manages calendar for HA, AIS and Chief Legal Counsel as assigned; including routine and special events/meetings involving multiple professional and nonprofessional staff and external customers (Division, Expanded HMT, Governing Body, Provider Group, vendors etc.) Handles scheduling setting up room with necessary equipment (video, sound, and presentation) refreshments, etc., for routine and special events. Develops agenda and prepares data analysis, graphic presentations and/or visual documents as requested. Provides notification and relevant advance materials to participants. Participates in meetings, represents supervisor as required, and provides follow-ups as appropriate. Produces and distributes minutes of meetings.

• Maintains master file of the current Department and Center policies and procedures, and interprets such policies and procedures for visitors and the general public, .

• In conjunction with the Chief Legal Counsel, responsible for assigning alternate duty staff, whether due to injury, background or abuse issues, to other areas of the center. Completes & presents the Return to Work Agreement Form to staff regarding their work assignment, copies sent to direct supervisor, alternate duty supervisor, and to HR Shared Services.

• Independently performs special assignments and projects as assigned by the HA, AIS or Chief Legal Counsel

• Serves as backup to the Administrative Assistant II position in preparing medication court dockets, coordinating use of room, communicating with appropriate departments (Medical, Security, Counseling and Residential Services) and assisting the Chief Legal Counsel in preparation of all necessary paperwork

• Performs other duties as assigned.

  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 establish and maintain effective working relationships with others.

  Minimum Qualifications:

• A bachelor's degree from an accredited college or university and one year of administrative experience.

• A master's degree from an accredited college or university can substitute for the required experience.

• Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

  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 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

GAINESVILLE, FL, US, 32641

Nearest Major Market:Gainesville