ADMINISTRATIVE ASSISTANT II - SES - 60009491

Select how often (in days) to receive an alert: ADMINISTRATIVE ASSISTANT II - SES - 60009491 Date: Oct 16, 2026 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website . Requisition No:885794 Agency: Children and Families Working Title: ADMINISTRATIVE ASSISTANT II - SES - 60009491 Pay Plan: SES Position Number:60009491 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. 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 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. Specific Duties and Responsibilities include: The incumbent will act as the HR liaison, facilitating, communicating and submitting documents/requests to HR. i.e, new hire packets, Request Personnel Actions, position descriptions, Classification Request Forms, etc. The incumbent in this position is the personal secretary to the Dep. Assistant Sec for SAMH. This is a highly responsible position requiring independent judgement and the ability to assist management in the coordination of a broad and complex range of activities and assignments associated with the Office of Substance Abuse and Mental Health. Provides 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 performs special assignments and projects as assigned by the Assistant Institution Superintendent for Programs. Develops and maintains databases. Assists in the preparation of legislative budget requests and budget amendments. Conducts research, gathers and compiles data, interprets data, determines results, prepares presentation documents, presents findings, and makes recommendations for resolution of problems. Directly responsible for issuing and tracking external correspondence for the Deputy Assistant Secretary for SAMH signature. Independently responds to requests for information and recommends solutions for problems. Responsible for reviewing documents submitted to SAMH leadership for signature to insure compliance with policy and procedure as well as content for correct information and appropriateness of action. Assists department heads in coordinating various work issues such as assignments, services or materials needed, and resolving internal matters. Coordinates and directs office services by assigning, tracking and reviewing progress on special assignments to department heads reporting to Assistant Institution Superintendent for Programs. Reviews completed assignments to insure format accuracy, content timeliness. Edits and/or returns assignments for corrections as necessary. Interprets and analyzes administrative and operating policies. Provides guidance, training and support to other clerical staff. Manages calendar for Deputy Assistant Secretary for SAMH including routine and special events/meetings involving multiple professional and nonprofessional staff and external customers. Handles scheduling, setting up room with necessary equipment (video, sound, presentation, refreshments, etc.), for routine and special events. Develops agenda and prepares data analysis, graphic presentations and/or visual documents. Provides notification and relevant advance materials to participants. Participates in meetings, represents supervisor as required, and provides follow-up as appropriated. Coordinates leave and attendance (timesheets), leave requests and travel. Prepares travel requests and reimbursements. Orders, tracks and maintains office supply inventory. Maintains files, records and reports. Provides input and prepares performance evaluations on management staff. Perform other related duties as assigned. The Ideal Candidate Will Possess the Ability To: Engage cooperatively and professionally with both internal and external stakeholders. Manage multiple high-priority projects simultaneously with agility and precision. Demonstrate flexibility and the ability to succeed both independently and with minimal direction. Understand and align with the vision of the Substance Abuse and Mental Health (SAMH) Program, executing projects, assignments, and policy updates accurately and on time in a fast-paced environment. Collaborate effectively within a team while also excelling when working independently. Analyze challenges and propose thoughtful, practical solutions to complex problems. Conduct thorough research toidentifyand recommend the most strategic and effective course of action—the best “yes.” 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 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. Professionalexperience 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. Preference will be given to applicants who have: 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. Candidate Profile (application) Requirements: Candidate Profile (application) must be complete in its entirety. Work History - entered with the most recent/current listed first: Any and all State of Florida jobs Any and all Florida University jobs All periods of employment Periods of unemployment Gaps 3 months or more* Education Include supervisor names and phone numbers including current place of employment. * Gaps 3 months or moremust 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. If you experience problems applying online, please call the People First Service Center at View phone number on click.appcast.io. Benefits of Working for the State of Florida: Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits. 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: . 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. 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 View phone number on click.appcast.io). 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. For assistance, call the People First Service Center at View phone number on click.appcast.io Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer. #J-18808-Ljbffr Florida