ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 60011100The Florida Department of Children and Families (DCF) is the 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. North Florida Evaluation and Treatment Center (NFETC) is a 216 bed, all male, forensic, mental health rehabilitation facility. The Center is located in northeast Gainesville, Florida on 639 picturesque acres with regular sightings of deer, turkey, and other wildlife. NFETC employs a variety of entry level to leadership positions including food service, maintenance, direct care, nurses, counselors, rehab therapists, medical doctors, security, psychiatrists, and psychologists.NORTH FLORIDA EVALUATION AND TREATMENT FACILITY 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 serving as the Administrative Assistant II for North Florida Evaluation and Treatment Center. 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. i.e, new hire packets, Request Personnel Actions, position descriptions, Classification Request Forms, etc.Assisting management in providing analysis and research on a variety of administrative matters.Independently assigning, tracking and reviewing work/assignments due to the Hospital Administrator.Ensuring such information is accurate and contains appropriate procedural content; and making recommendations to the Hospital Administrator relative to different avenues available to resolve issues.Coordinating activities with various units and departments on matters of policy and administration.Representing the Hospital Administration Office in contacts with public officials, governmental agencies, the public, hospital residents and their family members providing guidance and assistance as necessary and assuring partner satisfaction is maintained.Resolving complaints received from residents and/or their family members and making referrals as necessary.Assisting in conducting daily administrative activities and/or directing special projects or activities.Directing, training and coordinating secretarial staff in carrying out assignments and conveying verbal/written messages and instructions to all levels of hospital staff and other state entities as directed.Establishing, managing and maintaining responsibility over files for Hospital Administrator and performing related duties as required.Organizing and planning calendars for assigned meetings for hospital and community regional planning meetings; establishing agenda for same.Assurance of management excellence by timely notifications, agenda submissions and available background data.Representing supervisor at meetings to obtain or furnish information.Processing a variety of correspondence received from within the hospital, Circuit Office, Headquarters, other state agencies, outside sources, etc. Investigating subject matter and preparing replies as necessary.Representing the Hospital Administrator in matters as authorized and carrying out assignments as given.Performing special assignments, research, and report preparation.Working directly with Hospital Administrator in researching and preparing complex reports and information for speaking arrangements, presentations, etc.Reviewing and coordinating implementation of approved rules, regulations, policies and procedures.Preparing and maintaining travel ledgers and budget cost reports for Administration.Screening incoming mail for distribution to appropriate program area. For correspondence requiring action, establishing and tracking due date for return.Independently arranging Governing Body Meetings, including space, time and place and informing participants; serving as recording secretary and providing them with appropriate background information as required.Performing other assigned duties as required.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 two years of administrative experience. A master's degree from an accredited college or university can substitute for one year of 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 are: Bilingual in English and Spanish