ADMINISTRATIVE ASSISTANT I - 60005103 (2024)

Location:

GAINESVILLE, FL, US, 32641

Requisition No:835035

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60005103

Pay Plan: Career Service

Position Number:60005103

Salary: $33,760.00-$56,956.48 Annually

Posting Closing Date: 08/15/2024

Total Compensation EstimatorTool

The Florida Department of Children and Families (DCF)isthe 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. This 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:

• Independently coordinates clinical coverage for absences, leave periods and travel, and supports Department Heads (Psychology, Dental, Pharmacy, Medical Services and Dietary) reporting to office of the Medical Executive Director. Assists department heads with disciplinary/corrective actions, grievances and EAP referrals per policy and procedures.
• Serves as Human Resources Liaison. - Applies HR rules and regulations, updates vacancy reports, posts positions to People First, reviews hiring packets, sets up interviews, completes reference checks, schedules background screenings, submits request for salary exceptions via Footprints, establishes hiring dates, forwards packet to Human Resources Shared Services and assists with completing Separation Packets, including collecting keys and badges.
• Maintains Kronos timekeeping for Medical and Psychology Departments. Identifies missed punches, coding errors, corrects errors and notifies supervisor. Reconciles time cards. Submits forms to extend special leave. Submits formal discipline to Staff Relations in HR Shared Services
• Responsible for all travel arrangements, authorizations and reimbursem*nts for the Director and other staff as needed, and manages reimbursem*nt forms.
• Prepares internal and external correspondence- including copying, faxing, scanning and email on behalf of the MED. Responds to requests for information from external entities via legal counsel.
• Responsible for all Director's office purchasing, requisitions, quotes and FLAIR approvals. Orders office supplies and materials through the Warehouse and MyFloridaMarketPlace and maintains appropriate inventory for direct reports.
• Manages Calendar for routine and special events, scheduling room set-up (equipment, video set-up), develops agenda, records minutes and posts approved minutes. Provides meeting notifications to participants.
• Psychology - Makes admission charts, does filing and archiving.
• Tracks and Schedules required training for licensed clinical staff.
• Maintains staff credential files including organizing copies of state licenses, DEA certificates, CE Broker transcripts, CPR cards for Basic Life Support and Criminal Background Checks.
• Coordinates office moves and related phone changes for the licensed clinical staff.
• Serves as Coordinator for UF Psychiatry Training Program. Schedules applicant for background screening and PPD testing prior to arrival. Submits required attendance sheets.
• 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 clickwww.myfrs.com);
• Nine paid holidaysand onePersonal 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, visitwww.mybenefits.myflorida.com.

DCF EMPLOYMENT DISCLOSURES

US CITIZEN REQUIREMENTOnly US citizens and lawfully authorized alien workers will be hired.

SELECTIVE SERVICE SYSTEM REGISTRATIONAll 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 NOTICEIf 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 SCREENINGIt 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.