ADMINISTATIVE ASSISTANT I - 60006638 Date: Oct 2, 2024 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .Requisition No: 838642 Agency: Children and FamiliesWorking Title: ADMINISTATIVE ASSISTANT I - 60006638Pay Plan: Career ServicePosition Number: 60006638 Salary: $35,000.00-$43,000.00 Posting Closing Date: 10/21/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN THE Tampa OFFICE. Specific Duties and Responsibilities include: This is independent work assisting management in the Substance Abuse and Mental Health (SAMH) Department providing analysis and research on a variety of administrative matters. Responsible for typing all correspondence, memorandums, reports, records and other related work from rough drafts, notes and oral instructions. (examples-)(meeting minutes, HR Forms, Acquisition forms) Reviews typed materials for accuracy, completeness, adequacy and for compliance with established standards and policies. Complies routine case correspondence as required and assists in tracking required documents for timely submission. Prepares and tracks personnel and payroll actions; serves as a liaison between Human Resources and People First. Provides technical assistance and consultation to staff on matters relating to hiring. Meets the public as receptionist, in person and on the telephone. Maintains a current working knowledge of the Department of Children and Families and community resources in order to screen and route clients, and answer questions or complaints. Copies all correspondence (informational, assignment, etc.) from regional manager or designated staff within eight working hours. Hand carries urgent and faxed documents PA. Monitors supplies and maintains advanced ordering to ensure a constant supply of forms, documents, materials and supplies. Position requires self-direction. Employee must be well organized; uses time effectively; acts independently. Employee must be self-motivated, able to manage change and capable to adapt to necessary changes in operations. Position requires employee to effectively serve as administrative support to supervisors and staff as indicated by managing phone calls professionally, courteously and promptly, make arrangements for meetings/events and coordinates with other parties as required, prepare (create, edit, print, package) all types of written communication materials as requested, and track of projects on spreadsheets and calendars. Position requires employee to be responsible for document and records management by effectively organizing and maintaining office records / files as indicated by: Management organization of files, documents, records, via filing and or scanning etc. and timely, accurately preparing files, documents, and records. Employee is responsible for assisting the hiring manager and applicant with new hire communications and all required paperwork and timely and accurately completing personnel actions to include submission of DASH ticket if applicable. Position requires employee to purchase, prepare and submit purchasing requisitions and maintain office inventory and supplies. Employee is expected to process travel reimbursements within established time frames. Employee is expected to effectively coordinate intra and inter-office communications and communications as indicated by their ability to relay information, professionally, courteously and promptly. This position is also responsible for disseminating information appropriately; includes mail correspondence and updating and/or maintaining of bulletin boards as assigned. Knowledge, skills and abilities, including utilization of equipment, required for the position : Knowledge, skills and abilities, including utilization of equipment, required for the position. Knowledge of office procedures and practices. Knowledge of the principles and techniques of effective communication. Knowledge of the methods of data collection. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to communicate with the public in a tactful and courteous manner. Ability to perform basic arithmetical calculations. Ability to work independently. Ability to utilize problem-solving techniques. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Demonstrates professionalism through work habits and attitude toward customers, teammates and leadership. Effectively demonstrates professionalism as indicated by exhibiting human relations skills. Demonstrates professional competency and works well with others; communicates clearly and listens effectively; keeps others informed; deals effectively with conflict. Employee must have excellent administrative skills and is responsible for scheduling leave requests in advance and ensures work assignments are covered. Employee must be able to ensure timesheets are submitted accurately by required timeframes. Performance Expectations Job Specific:
Receives incoming calls for the office of SAMH and, at own discretion, refers calls to appropriate staff. Addresses routine requests for information.
Program Office Coordination
The incumbent shall:
Provides administrative/clerical support for the Office of Substance Abuse and Mental Health including the following: 1) Manages Manager's calendar, screening requests for meetings, and other appointments, 2) Answer routine requests for information on behalf of the Manager, 3) Receives and reviews incoming mail and distributes/routes to the appropriate staff; and 4) Greets callers and visitors to the office and responds to their requests in a professional manner.
Manage the inventory of and coordinate the purchasing of supplies and distribute to staff, as appropriate.
Coordinate daily mail and folder distribution.
Make travel arrangements, hotel accommodations, etc. Prepares a processes travel reimbursement vouchers.
Create and disseminate delegation memos
Coordinate and assist with the archiving process.
Assist with faxing, copying, scanning, filing, purging, collating, arranging, compiling, transcribing, and typing documents.
Maintain and coordinate schedule of appointments, conferences, or meetings including space, time, and place; inform participants of topics to be discussed and provide them with background information.
Prepare and coordinate travel requests including reimbursements, P-Card reconciliations, and FLAIR.
Prepare, coordinate, and track assignments.
Develop, review, assemble, and edit correspondence and materials for meetings and trainings to ensure accuracy and completeness
Maintain, restock, and assist with office equipment.
Coordinate the onboarding of new employees.
Coordinate surplus and office moves.
Serve as an alternate safety warden for the program office.
Serves as back up to respond to emails sent to the SAMH Webmaster email in box when assigned staff is out of the office.
Respond to emergency events, the incumbent may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the position description. Deploy to communities affected by natural disasters within 24-48 hours of impact to represent the organization to promote and implement post-disaster services.
Performs other related duties as required.
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 click www.myfrs.com);
Nine paid holidays and one Personal 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, visit www.mybenefits.myflorida.com .
DCF EMPLOYMENT DISCLOSURES
US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.
SELECTIVE SERVICE SYSTEM REGISTRATION All 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 NOTICE If 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 SCREENING It 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: TAMPA, FL, US, 33612 Nearest Major Market:Tampa