ADMINISTRATIVE ASSISTANT II - SES - 1

Administrative Assistant II - SES

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:

• Acting as the HR liaison, facilitating, communicating and submitting documents/requests to HR.
• Being the personal secretary to the Dep. Assistant Sec for SAMH.
• Providing 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 performing special assignments and projects as assigned by the Assistant Institution Superintendent for Programs.
• Developing and maintaining databases.
• Assisting in the preparation of legislative budget requests and budget amendments.
• Conducting research, gathering and compiling data, interpreting data, determining results, preparing presentation documents, presenting findings, and making recommendations for resolution of problems.
• Issuing and tracking external correspondence for the Deputy Assistant Secretary for SAMH signature.
• Independently responding to requests for information and recommending solutions for problems.
• 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.
• Assisting department heads in coordinating various work issues such as assignments, services or materials needed, and resolving internal matters.
• Coordinating and directing office services by assigning, tracking and reviewing progress on special assignments to department heads reporting to Assistant Institution Superintendent for Programs.
• Reviewing completed assignments to insure format accuracy, content timeliness.
• Editing and/or returning assignments for corrections as necessary.
• Interpreting and analyzing administrative and operating policies.
• Providing guidance, training and support to other clerical staff.
• Managing calendar for Deputy Assistant Secretary for SAMH including routine and special events/meetings involving multiple professional and nonprofessional staff and external customers.
• Handling scheduling, setting up room with necessary equipment (video, sound, presentation, refreshments, etc.), for routine and special events.
• Developing agenda and preparing data analysis, graphic presentations and/or visual documents.
• Providing notification and relevant advance materials to participants.
• Participating in meetings, representing supervisor as required, and providing follow-up as appropriated.
• Coordinating leave and attendance (timesheets), leave requests and travel.
• Preparing travel requests and reimbursements.
• Ordering, tracking and maintaining office supply inventory.
• Maintaining files, records and reports.
• Providing input and preparing performance evaluations on management staff.
• Performing 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 to identify and 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 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.
• Professional experience 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.