Safety Administrative Position

Administrative Assistant II - SES - 60009491 The 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. 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. 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. Being the personal secretary to the Dep. 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. Conducting research, gathering and compiling data, interpreting data, determining results, preparing presentation documents, presenting findings, and making recommendations for resolution of 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. 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.), Developing agenda and preparing data analysis, graphic presentations and/or visual documents. Providing notification and relevant advance materials to participants. Coordinating leave and attendance (timesheets), leave requests and travel. Preparing travel requests and reimbursements. Ordering, tracking and maintaining office supply inventory. Providing input and preparing performance evaluations on management staff. Manage multiple high-priority projects simultaneously with agility and precision. 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. Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Knowledge of the methods of data collection. 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. 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. 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. 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. Children and Families Inc