ADMINISTRATIVE ASSISTANT I OPS - 60934075

State of Florida; Fort Lauderdale (FL); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Life insurance: $25,000 policy

Dental, vision and supplemental

Retirement plan options

Nine paid holidays

Tuition waiver for public college

Job summary

State of Florida is seeking an Administrative Assistant I for the SAMH program in Fort Lauderdale. The role provides advanced administrative support, coordinating a range of office functions and supporting regional SAMH offices daily.

The position requires a high school diploma and strong administrative skills; duties include handling calls, scheduling, travel, and document processing. On-site work is required with comprehensive benefits and opportunities for career advancement.

Qualifications

• High school diploma required.
• 1 year of customer service in a fast-paced environment preferred.

Responsibilities

• Receives and routes incoming calls to appropriate staff.
• Manages calendars and screens meeting requests.
• Assists with travel arrangements and reimbursements.
• Maintains office supplies and coordinates purchasing.
• Coordinates onboarding of new employees and office moves.

Skills

Customer service

Education

High school diploma

Job description

ADMINISTRATIVE ASSISTANT I OPS - 60934075

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The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website .

Working Title: ADMINISTRATIVE ASSISTANT I OPS - 60934075

Job Title:Administrative Assistant I – OPS

This position is a regional position and can be housed in the (Fort Lauderdaler Office location)

The Florida Department of Children and Families (DCF or Department) 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 publicassistance. 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 THEOFFICE.

ANTICIPATED VACANCY

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.
• Managecalendars, screening requests for meetings, and other appointments.
• Answer routine requests for information on behalf of theSAMH Program Office.
• Receives and reviews incoming mail and distributes/routesitto theappropriate staffmember.
• 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 anddisseminatedelegation memos.
• Coordinate andassistwith the archiving process.
• Assistwith 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, andassistwith 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 torepresentthe organization to promote and implement post-disaster services.

Assess the impact,needsandassistwith 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 communitiesimpactedby disasters.

• Provide critical information to the RegionalManagerand 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 tochange andflexibility.

Minimum Qualifications:

• High school diploma
• 1 year of providingcustomer serviceinfast-pacedenvironment.
• Ability to travel.

Preference will be given to applicants who have:

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.
• Nine paid holidaysand onePersonal Holiday each year.
• Flexible Spending Accounts.
• Opportunities for career advancement.
• Tuition waiver for public college courses.

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 yourequiredto 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 ActionEmployer anddoes 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 testingin accordance withSection 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant toChapter 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.

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.

Location: FT LAUDERDALE, FL, US, 33309

Nearest Major Market: Fort Lauderdale
Nearest Secondary Market: Miami

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.