ADMINISTRATIVE ASSISTANT II - SES - 60009491

State of Florida•Tallahassee, FL

21h•$39,000 - $50,000•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 is 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.
Responses to the qualifying questions are required and must be verifiable based on your submitted application.
Candidate Profile (application) must be complete in its entirety.
Work History - entered with the most recent/current listed first, including any and all State of Florida jobs, any and all Florida University jobs, all periods of employment, periods of unemployment, and gaps of 3 months or more.
Education, Volunteer Experience, supervisor names and phone numbers including current place of employment must be included.
Gaps of 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.

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

Act as the HR liaison, facilitating, communicating and submitting documents/requests to HR (e.g., new hire packets, Request Personnel Actions, position descriptions, Classification Request Forms).
Serve as the personal secretary to the Dep. Assistant Sec for SAMH, requiring independent judgment and the ability to assist management in coordinating a broad and complex range of activities and assignments associated with the Office of Substance Abuse and Mental Health.
Provide 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 perform special assignments and projects as assigned by the Assistant Institution Superintendent for Programs.
Develop and maintain databases.
Assist in the preparation of legislative budget requests and budget amendments.
Conduct research, gather and compile data, interpret data, determine results, prepare presentation documents, present findings, and make recommendations for resolution of problems.
Directly responsible for issuing and tracking external correspondence for the Deputy Assistant Secretary for SAMH signature.
Independently respond to requests for information and recommend solutions for problems.
Review documents submitted to SAMH leadership for signature to ensure compliance with policy and procedure as well as content for correct information and appropriateness of action.
Assist department heads in coordinating various work issues such as assignments, services or materials needed, and resolving internal matters.
Coordinate and direct office services by assigning, tracking and reviewing progress on special assignments to department heads reporting to Assistant Institution Superintendent for Programs.
Review completed assignments to insure format accuracy, content timeliness.
Edit and/or return assignments for corrections as necessary.
Interpret and analyze administrative and operating policies.
Provide guidance, training and support to other clerical staff.
Manage calendar for Deputy Assistant Secretary for SAMH including routine and special events/meetings involving multiple professional and nonprofessional staff and external customers.
Handle scheduling, setting up room with necessary equipment (video, sound, presentation, refreshments, etc.), for routine and special events.
Develop agenda and prepare data analysis, graphic presentations and/or visual documents.
Provide notification and relevant advance materials to participants.
Participate in meetings, represent supervisor as required, and provide follow-up as appropriated.
Coordinate leave and attendance (timesheets), leave requests and travel.
Prepare travel requests and reimbursements.
Order, track and maintain office supply inventory.
Maintain files, records and reports.
Provide input and prepare performance evaluations on management staff.
Perform other related duties as assigned.