SENIOR CLERK - F/C - 60008906

State of Florida

About The Position

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. Florida State Hospital (FSH) is a mental health treatment facility owned and operated by the State of Florida and is part of the Department of Children and Families. The department’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.” FLORIDA STATE HOSPITAL 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 serving as the Senior Clerk – F/C within the Nursing Services. 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. Specific Duties and Responsibilities include: This is independent work assisting the Chief of Nursing services in the coordination of administrative and operational activities relating to nursing services. The position provides administrative and clerical support to ensure efficient operations of the nursing department and assists with maintaining compliance with organizational policies, licensure requirements, and regulatory standards. Performs clerical and administrative functions related to personnel management within the nursing department. Maintains and manages personnel files for nursing staff under the Chief of Nursing Services ensuring records are accurate, complete and up to date. Conducts routine licensure verification checks for all licensed nursing staff to ensure compliance with regulatory requirements. Maintains confidential records and files in accordance with applicable policies and procedures Coordinates and schedules meetings for the Chief of Nursing Services including leadership meetings, operational meetings, and special committees. Prepares meeting agendas, gathers required documentation, and records detailed minutes during meetings. Maintains meeting calendar and ensures timely communication of schedule changes or updates. Assist with recruitment and hiring activities for the nursing department. Coordinates requests for advertisement of vacant positions, tracks vacancy postings, and assists with documentation related to candidate selection and hiring processes. Supports staff augmentation activities by coordinating necessary documentation and assisting with onboarding process as directed. Assists with data collection and compilation to support the Chief of Nursing Services in tracking trends related to patient care outcomes, staffing metrics, and operational performance indicators. Organizes and prepares reports or summaries using available data to support departmental review and quality improvement activities. Performs other duties as assigned. The job duties listed above are not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required.

Requirements

Knowledge of general office procedures and practices.
Knowledge of correct grammar usage.
Knowledge of basic arithmetic.
Ability to prepare reports and correspondence.
Ability to plan, organize and coordinate work activities.
Ability to develop and implement office procedures.
Ability to follow instructions.
Ability to review data for accuracy and completeness.
Ability to perform basic arithmetical calculations.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Two years of secretarial or clerical work experience.
College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.
A high school diploma or its equivalent can substitute for one year of the required work experience.

Responsibilities

Assisting the Chief of Nursing services in the coordination of administrative and operational activities relating to nursing services.
Providing administrative and clerical support to ensure efficient operations of the nursing department and assists with maintaining compliance with organizational policies, licensure requirements, and regulatory standards.
Performing clerical and administrative functions related to personnel management within the nursing department.
Maintaining and managing personnel files for nursing staff under the Chief of Nursing Services ensuring records are accurate, complete and up to date.
Conducting routine licensure verification checks for all licensed nursing staff to ensure compliance with regulatory requirements.
Maintaining confidential records and files in accordance with applicable policies and procedures
Coordinating and schedules meetings for the Chief of Nursing Services including leadership meetings, operational meetings, and special committees.
Preparing meeting agendas, gathers required documentation, and records detailed minutes during meetings.
Maintaining meeting calendar and ensures timely communication of schedule changes or updates.
Assisting with recruitment and hiring activities for the nursing department.
Coordinating requests for advertisement of vacant positions, tracks vacancy postings, and assists with documentation related to candidate selection and hiring processes.
Supporting staff augmentation activities by coordinating necessary documentation and assisting with onboarding process as directed.
Assisting with data collection and compilation to support the Chief of Nursing Services in tracking trends related to patient care outcomes, staffing metrics, and operational performance indicators.
Organizing and prepares reports or summaries using available data to support departmental review and quality improvement activities.
Performing other duties as assigned.