You must apply on the People First website to be considered for this position:

People First Link: https://jobs.myflorida.com/job/CHATTAHOOCHEE-ADMINISTRATIVE-ASSISTANT-I-60004772-FL-32324/1143593500/

Requisition No: 825261

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT I - 60004772

Pay Plan: Career Service

Position Number: 60004772

Salary: $32,760.00 to $55,297.55 Annually

The Florida Department of Children and Families (DCF) isthe 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 that will serve as Administrative Assistant I. This position will collaborate with each section within the state facilities and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented.

Specific Duties and Responsibilities include:

• This position requires lifting, pulling, and squatting. Duties of this position require the incumbent to be knowledgeable of and utilize the principles of Total Quality Management.
• This position supports 45 clinical staff members.
• This position is administrative work assisting an official in the operation of the Office of the Clinical Director. Duties of this position encompasses work of considerable variety and complexity which includes researching, gathering data and prepares written reports, independently initiates special projects, interprets policy; provides guidance and assistance to further the achievement of the goals for the Office of the Clinical Director, formulates projections and recommendations; and makes independent conclusions based on data available.
• Composes and transcribes letters for the Medical Executive Director when needed. This correspondence is also saved electronically and mailed and emailed as needed.
• Reads, date stamps and distributes all incoming correspondence for the Medical Executive Director. Also prioritizes correspondence and documents action to be taken Answers the phone as needed, takes precise messages, and follow-up telephone communications.
• Greets visitors, including residents and family members and directs them to the appropriate person or office.
• Serves as the liaison between the Medical Executive Directors office and the Assistant Hospital Administrators as well as Department Heads and Senior Professionals, distributing assignments to applicable staff that report to the Medical Executive Director.
• Maintains files for the Medical Executive Director so that all information is quickly and easily retrievable.
• Makes arrangements for meetings, including informing participants of time, place and topic to be discussed.
• Prepares needed material, such as typing and photocopying reports, developing agendas, and distributes either at meeting and/or prior to meeting as necessary.
• Takes minutes for Clinical Services meetings, the monthly doctors and ARNP meetings and any other meetings as required.
• Makes all travel arrangements for the Medical Executive Director, including authorization to incur travel expense forms, airline reservations, motel reservations, car rental or reservations of state vehicle, and travel reimbursement voucher forms.
• Independently credentials physician applicants (full time staff and consultant staff) by researching data sources, compiling references and individually relating to and contacting the National Practitioner Data Bank and reporting these findings to the Medical Executive Director for further action.
• Establishes a good rapport with applicants and provides guidance and assistance to newly employed staff and existing professional clinical staff. Initiates re-credentialing and re-privileging of active and consultant medical staff members and other Professional Clinical Staff every two years.
• Maintains credential files on all members of the Professional Clinical Staff.
• Maintains the continuing medical education files on all physicians/ARNP's. Committee coordinator for the Executive, Credentials and Bylaws Committee; the Professional Clinical Staff; the Physicians/ARNP group; and the Medical Peer Review Committee. Responsible for keeping minutes of these committees and the routine functioning of these committees.
• Establishes all vacancy advertisements for the Medical Staff vacancies; prints all applications submitted and provide to the Medical Executive Director; coordinates all interviews; completes, processes and submits all hire packets; create and documents fair hiring standards; create credentialing/medical education files for each new hire.
• Submits any ADA Accommodation requests, FMLA/LOA requests for Medical Staff.

Knowledge, Skills and Abilities required for the position:

• 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.

Minimum Qualifications:

• A bachelor's degree from an accredited college or university and one year of administrative experience.
• A master's degree from an accredited college or university can substitute for the required experience.
• Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Preference will be given to applicants who have:

• Current employment with Department of Children and Families.

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

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

DCF EMPLOYMENT DISCLOSURES

US CITIZEN REQUIREMENTOnly 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 clicking here. All documentation is due by the close of the vacancy announcement.

Job Type: Full-time

Pay: $32,760.00 - $55,297.55 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work setting:

• In-person

Work Location: In person