ADMINISTRATIVE ASSISTANT I OPS - 60934075

State of Florida • Fort Lauderdale, FL

12d • Onsite

About The Position

The Administrative Assistant I is a professional position in the Florida Department of Children and Families’ Substance Abuse and Mental Health (SAMH) Program office. The position provides advanced administrative and technical assistance in coordinating complex daily functions, handles the office’s administrative and clerical work, and supports Regional SAMH offices. This is an office-based position and is not telework eligible. The position is listed under the Temporary Pay Plan (OPS) and pays $20.00.

In emergency events, the incumbent may be required to work irregular or extended hours, including weekends and holidays; work more than eight hours per day; work away from the official headquarters; and perform duties beyond those ordinarily assigned. The incumbent may be deployed to disaster-affected communities within 24–48 hours of impact to represent the organization and support post-disaster services. Duties may include assessing community needs, helping develop and implement response plans, coordinating psychological and mental health resources, and providing information to regional leadership.

Requirements

• High school diploma.
• 1–3 years of experience providing administrative services and staff support.
• At least 1 year of customer service experience in a fast-paced environment.
• Ability to travel.
• Knowledge of administrative principles and practices and office procedures.
• Knowledge of data collection methods and effective communication principles and techniques.
• Ability to collect, evaluate, and analyze data related 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 use problem-solving techniques and work independently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively and courteously with the public.
• Ability to establish and maintain effective working relationships.
• Ability to adjust to change and demonstrate flexibility.

Nice To Haves

• Associate degree.

Responsibilities

• Receive incoming calls for the SAMH office and refer them to appropriate staff as needed.
• Coordinate program-office activities, including managing calendars and screening meeting and appointment requests.
• Answer routine requests for information on behalf of the SAMH Program Office.
• Review incoming mail and route it to the appropriate staff member.
• Greet callers and visitors and respond to their requests professionally.
• Manage office supply inventory, coordinate purchases, and distribute supplies to staff.
• Arrange travel and hotel accommodations and prepare and process travel reimbursement vouchers.
• Create and distribute delegation memoranda.
• Coordinate and assist with archiving.
• Fax, copy, scan, file, purge, collate, arrange, compile, transcribe, and type documents.
• Coordinate appointments, conferences, and meetings, including arranging space, time, and location; informing participants of topics; and providing background information.
• Prepare and coordinate travel requests, reimbursements, P-Card reconciliations, and FLAIR activities.
• Prepare, coordinate, and track assignments.
• Develop, review, assemble, and edit correspondence and materials for meetings and trainings for accuracy and completeness.
• Maintain and restock office equipment and assist with its use.
• Coordinate onboarding for new employees.
• Coordinate surplus property and office moves.
• Serve as an alternate safety warden for the program office.
• Back up the response to the SAMH Webmaster email inbox when assigned staff are out.
• Perform other duties as assigned by the SAMH Program Office.
• In emergency response, assess impacts and needs, help develop and implement community response plans, coordinate psychological and mental health resources for affected individuals, first responders, and communities, and provide critical information to regional leadership.
• Deploy to disaster-affected communities within 24–48 hours of impact when required.

Benefits

• Health insurance.
• Free $25,000 life insurance policy, with the option to purchase additional life insurance.
• Dental, vision, and supplemental insurance.
• Retirement plan options, including employer contributions.
• Nine paid holidays and one personal holiday each year.
• Flexible Spending Accounts.
• Opportunities for career advancement.
• Tuition waiver for public college courses.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED