ADMINISTRATIVE ASSISTANT I OPS

Administrative Assistant I Ops The Florida Department of Children and Families (DCF or Department) is the state of Florida's social services agency. 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. The Administrative Assistant I is a professional position within the office of Substance Abuse and Mental Health (SAMH). The incumbent will provide advanced administrative, and technical assistance in coordinating a variety of complex functions within the program office daily. This position is responsible for handling the daily administrative and clerical functions of the office and supporting Regional SAMH offices in all administrative areas. Specific duties and responsibilities include: Receives incoming calls for the office of SAMH and, at own discretion, refers calls to appropriate staff. Manage calendars, screening requests for meetings, and other appointments. Answer routine requests for information on behalf of the SAMH Program Office. Receives and reviews incoming mail and distributes/routes it to the appropriate staff member. Greet 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. Make travel arrangements, hotel accommodations, etc. Prepares a processes travel reimbursement voucher. 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. Performs other duties and responsibilities as assigned by the SAMH program office. Emergency Response: In response 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. Assess the impact, needs and assist with the development of a response strategy and goals for the impacted community and implement disaster response plans. Coordinate psychological and mental health resources and services for individuals, first responders, and communities impacted by disasters. Provide critical information to the Regional Manager and Director of Regional Operations and Initiatives. 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 communicate with the public in a tactful and courteous manner. Ability to establish and maintain effective working relationships with others. Ability to adjust to change and flexibility. Minimum Qualifications: High school diploma 1 3 years providing administrative services and staff support. 1 year of providing customer service in fast-paced environment. Ability to travel. Preference will be given to applicants who have: An associates degree. 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. Nine paid holidays and one Personal Holiday each year. Flexible Spending Accounts. Opportunities for career advancement. Tuition waiver for public college courses. And more!