ADMINISTRATIVE ASSISTANT II - SES - 60009491 1

State of Florida•Tallahassee, FL

57d•$1,500 - $1,923•Onsite

About The Position

This is a highly responsible and professional position that will serve as the Administrative Assistant II – SES for the Deputy Assistant Secretary SAMH of Operations. The ideal candidate will be a collaborative team player who works seamlessly across all sections within the program office. This role requires the use of independent judgment, a proactive approach to responsibilities, and exceptional attention to detail. If you are driven, organized, and thrive in a fast-paced environment, we encourage you to apply. 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.

Requirements

A bachelor's degree from an accredited college or university I preferred and two years of experience providing highly responsible administrative support to a deputy director, director, or higher position.
A master's degree from an accredited college or university can substitute for one year of the required experience.
Professional experience as described above can substitute on a year-for-year basis for the preferred college education.
Two years of experience scheduling meetings, coordinating events and travel, preparing highly complex correspondence, reports, and other documents, and knowledge and experience reviewing or preparing personnel actions or related documents.
Two years of experience writing formal business communications, including emails.
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.

Nice To Haves

Experience providing support to a Deputy Assistant Secretary, Assistant Secretary, or equivalent executive positions, as well as experience coordinating or managing projects.
Experience preparing travel arrangements and reimbursements in a professional setting.
Experience with purchasing through MyFloridaMarketPlace (MFMP) following State of Florida purchasing rules and guidelines.
Experience in the State of Florida WORKS program and using a state issued P-Card.

Responsibilities

The incumbent will act as the HR liaison, facilitating, communicating and submitting documents/requests to HR. i.e, new hire packets, Request Personnel Actions, position descriptions, Classification Request Forms, etc.
The incumbent in this position is the personal secretary to the Dep. Assistant Sec for SAMH. This is a highly 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 Substance Abuse and Mental Health. Provides high-level administrative support by conducting research, preparing reports, handling information requests, and assisting and coordinating among a variety of professional staff persons, managers, external customers, vendors and hospital administration.
Independently performs special assignments and projects as assigned by the Assistant Institution Superintendent for Programs. Develops and maintains databases. Assists in the preparation of legislative budget requests and budget amendments. Conducts research, gathers and compiles data, interprets data, determines results, prepares presentation documents, presents findings, and makes recommendations for resolution of problems.
Directly responsible for issuing and tracking external correspondence for the Deputy Assistant Secretary for SAMH signature. Independently responds to requests for information and recommends solutions for problems. Responsible for reviewing documents submitted to SAMH leadership for signature to insure compliance with policy and procedure as well as content for correct information and appropriateness of action. Assists department heads in coordinating various work issues such as assignments, services or materials needed, and resolving internal matters.
Coordinates and directs office services by assigning, tracking and reviewing progress on special assignments to department heads reporting to Assistant Institution Superintendent for Programs. Reviews completed assignments to insure format accuracy, content timeliness. Edits and/or returns assignments for corrections as necessary. Interprets and analyzes administrative and operating policies. Provides guidance, training and support to other clerical staff.
Manages calendar for Deputy Assistant Secretary for SAMH including routine and special events/meetings involving multiple professional and nonprofessional staff and external customers. Handles scheduling, setting up room with necessary equipment (video, sound, presentation, refreshments, etc.), for routine and special events. Develops agenda and prepares data analysis, graphic presentations and/or visual documents. Provides notification and relevant advance materials to participants. Participates in meetings, represents supervisor as required, and provides follow-up as appropriated.
Coordinates leave and attendance (timesheets), leave requests and travel. Prepares travel requests and reimbursements. Orders, tracks and maintains office supply inventory. Maintains files, records and reports. Provides input and prepares performance evaluations on management staff.
Perform other related duties as assigned.