STAFF ASSISTANT - 60009950

Date: Dec 11, 2024

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 843079

Agency: Children and Families

Working Title: STAFF ASSISTANT - 60009950

Pay Plan: Career Service

Position Number: 60009950

Salary: $33,760.00 - $51,384.65 Annually

Posting Closing Date: 12/19/2024

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.

Northeast Florida State Hospital (NEFSH) is a 613-bed, licensed mental health treatment facility that provides person-centered services to adults suffering from severe and persistent mental illness. The hospital, located in Macclenny, was established in 1959 and is the largest state operated civil treatment facility.

NORTHEAST FLORIDA STATE HOSPITAL 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 AN ANTICIPATED VACANCY.

This is a highly responsible and professional position that will serve as a Staff Assistant at the Northeast Florida State Hospital. 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:

• Performs various data collection, review, recording, and filing for the operation of the department.

• Prepares reports and routes as needed.

• Maintains records of RTC assignments as these are submitted to the department monthly; maintains appropriate files and summary records for these assignments.

• Informs supervisor of problems/issues regarding assignments.

• Inputs data directly into computer system and generates monthly reports and graphs.

• Makes independent decisions regarding data accuracy, appropriateness, and communicates decisions and actions to department head.

• Operates and/or utilizes a variety of office machines, including computer network, fax copiers, word processor, typewriter, calculators, etc.

• Monthly reports include:

• Compiles data from all recovery team coordinators including data from Shady Oaks living areas for the (FSI) Hospital Wide Assessment Report.

• Conducts data analysis to indicate the percentage of assessments completed and if they are done on time for all disciplines hospital wide.

• Creates graphs for assessment data and sends out hospital wide.

• The Hospital Wide Assessment data is posted on the Executive Summary of Performance, done on the 2nd week of the month.

• Creates team member attendance report using data from all RTC’s including Shady Oaks living area; posts the attendance information into the attendance data report.

• Calculates data and prepares reports of all community personnel attendance at all recovery team meetings, to be used at the provider meetings.

• Prepares all provider attendance report data to be distributed at the monthly provider meetings.

• Serves as the primary contact for provider questions or concerns regarding attendance data.

• Creates and maintains Recovery Team calendars for all SIP (17) living areas, based on the admission date of the individual (on a quarterly basis).

• Updates calendars daily of any changes to the team schedules.

• Once calendars are created, prints copies to be mailed out hospital wide to various disciplines.

• Exports data from the hospital database and creates and maintains spreadsheets for Community and Relation mail-outs done quarterly.

• Enters recovery planning schedules on spreadsheets.

• Performs daily mail-out of letters to Community and Relations advising of any recovery planning changes and or any new admissions, involving approximately 30 – 60 letters a day.

• With quarterly mail out, sorts community liaison spreadsheet and mails to liaisons and/or managing entity staff.

• Prepares and sends letters to families quarterly, to be completed a month before next quarter begins.

• Keeps the Recovery Planning worksheet up to date regarding Community Liaison changes, and or any address changes.

• Coordinates with Social Work to update the database of any family address changes.

• Upon any changes made, mails out letters to community and relations.

• Communicates with Community and Families as needed. Performs all clerical work related to supervisor activity with staff (timesheet, maintaining leave, attendance, training records, employee files, performance appraisals), policies and procedures, as well as for supervisor’s training and teaching activities.

• Serves as the hiring coordinator for the department assisting the hiring manager and applicant with new hire communications and all required paperwork.

• Performs other duties as assigned.

• The job duties listed above are not intended to be a comprehensive list of duties and responsibilities of the position.

• The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.

• Performance of lower level duties may be required.

  Knowledge, Skills and Abilities required for the position:

• Knowledge of office procedures and practices.

• Knowledge of the principles and techniques of effective communication.

• Knowledge of the methods of data collection.

• Knowledge of basic arithmetic.

• Ability to understand and apply applicable rules, regulations, policies and procedures.

• Ability to deal with the public in a tactful and courteous manner.

• Ability to perform basic arithmetical calculations.

• Ability to work independently.

• Ability to utilize problem-solving techniques.

• Ability to plan, organize and coordinate work assignments.

• Ability to communicate effectively.

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

  Minimum Qualifications:

• Three years of secretarial or clerical work experience.

• College education from an accredtited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.

• Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.

• A high school diploma or its equivalent can substitute for one year of the required work 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 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:

MACCLENNY, FL, US, 32063

Nearest Major Market:Jacksonville